Creating a HubSpot Scenario – Kantata Knowledge Base

Learn how to create a HubSpot scenario in M-Bridge.

Requirements

Integrations Platform: M-Bridge

Subscription Plan: Enterprise

User Permissions: Account Administrator (configurable)

Overview

After you create your HubSpot mapping tables, you can create your scenarios in M-Bridge. There are 4 pre-built scenarios available for the HubSpot integration:

HubSpot Company to Mavenlink Workspace Group—This scenario syncs HubSpot company data to Kantata Groups. Requires the HubSpot Company Properties mapping table.
HubSpot Deal to Mavenlink Project—This scenario creates a project in Kantata OX when a HubSpot deal reaches a certain stage. Requires the HubSpot Company Properties and HubSpot Deal Properties mapping tables.
HubSpot Line Items to Mavenlink Projects—This scenario creates Kantata projects from line items on HubSpot deals.
Mavenlink Project Fields to HubSpot Deal Fields—This scenario syncs Kantata project standard fields and project custom fields back to the HubSpot deal that created them.

How to Create a HubSpot Scenario

Log in to M-Bridge.
On the homepage, locate the HubSpot card and then click Settings.
In the top-right corner of the HubSpot Scenarios page, click the Add Scenario button.
Note: If you haven’t added a scenario yet, the Add Scenario button won’t appear. Instead, you’ll need to click the Add one now link under the search box.
On the Create a new Scenario page, click the Type drop-down menu and select the scenario. New fields appear.
Configure your scenario with the fields that appear in the Options section.
Note: These fields will vary depending on the scenario type you select. To see a full list of each field and its description, see the HubSpot Scenario Fields section in this article.
If the scenario requires a mapping set, select one in the Required Mappings section.
If the selected scenario supports additional mapping pairs, click Add Field Pair at the bottom of the table and then fill out the fields that appear.
Note: To create additional mapping pairs, you first need to set up custom fields in both Kantata OX and HubSpot.
Click Save Scenario.

HubSpot Scenario Fields

HubSpot Company to Mavenlink Workspace Group

This scenario syncs HubSpot company data to Kantata Groups. It requires the HubSpot Company Properties mapping table.

Field	Description
Name	Enter the scenario name.
Schedule	Select how often the scenario will run.
Service	Select the service the scenario will connect to.
Syncable Stages	Select the stage the HubSpot deal needs to be in before company updates can be synced to Kantata OX Groups.
Required Mappings	Select the mapping set the scenario will utilize.

HubSpot Deal to Mavenlink Project

This scenario creates a project in Kantata OX when a HubSpot deal reaches a certain stage. Requires the HubSpot Company Properties and HubSpot Deal Properties mapping tables.

Field	Description
Name	Enter the scenario name.
Schedule	Select how often the scenario will run.
Service	Select the service the scenario will connect to.
Syncable Stages	Select the stage the HubSpot deal needs to be in before company updates can be synced to Kantata OX projects.
HubSpot Deal Control Field	Select the HubSpot deal custom field that will determine if that deal will sync to Kantata OX.
Stories Are Fixed Fee By Default	Select the default billing option for your project tasks: Yes—Tasks are Fixed Fee by default. No—Tasks are Time & Materials by default.
Tasks Default Non Billable	Select the default billing option for your project tasks: Yes—Tasks are Non-Billable by default. No—Tasks are Billable by default.
Use Primary Group	Select if you would like the Primary Company in HubSpot to transfer to Kantata OX project as the Primary Group.
Mavenlink Project Group Options	Select if you would like a Group to be created and/or updated for the new project in Kantata OX: Do Not Create—A Group will not be created for the project. Create Only—A Group will be created for the project. Create and Update—A Group will be created and any updates to the HubSpot company will also update in the Group.
HubSpot Field For Project Lead	Select which HubSpot email field will be used to determine the project lead. Note: This must be a single-line-text type field in HubSpot.
Project Fields to Exclude on Update	Select which project fields—both standard and custom—to not update in Kantata OX after the project is created.
Project Group Fields to Exclude on Update	Select which Group fields—both standard and custom—to not update in Kantata OX after the project is created.
Required Mappings	Select the mapping set the scenario will utilize.
Optional Mappings	Select an additional mapping set, if desired.

HubSpot Line Items to Mavenlink Projects

This scenario creates Kantata projects from line items on HubSpot deals.

Field	Description
Name	Enter the scenario name.
Schedule	Select how often the scenario will run.
Service	Select the service the scenario will connect to.
Syncable Stages	Select the stage the HubSpot deal needs to be in before company updates can be synced to Kantata OX projects.
HubSpot Line Item Control Field	Select the HubSpot deal custom field that will determine if that line item will sync to Kantata OX. Note: The control field will have either Yes or No selected on the HubSpot side, which is what determines if the line item will sync or not.
Line Item Property For Mavenlink Project ID	Select the HubSpot line item custom field that will display the Kantata OX project ID after it syncs.
Stories Are Fixed Fee By Default	Select the default invoice type for your project tasks: Yes—Tasks are Fixed Fee by default. No—Tasks are Time & Materials by default.
Tasks Default Non Billable	Select the default billing option for your project tasks: Yes—Tasks are Non-Billable by default. No—Tasks are Billable by default.
Mavenlink Project Group Options	Select if you would like a Group to be created and/or updated for the new project in Kantata OX: Do Not Create—A Group will not be created for the project. Create Only—A Group will be created for the project. Create and Update—A Group will be created and any updates to the HubSpot company will also update in the Group.
HubSpot Field For Project Lead	Select which HubSpot email field will be used to determine the project lead.
Project Fields to Exclude on Update	Select which project fields—both standard and custom—to not update in Kantata OX after the project is created.
Project Group Fields to Exclude on Update	Select which Group fields—both standard and custom—that will not update in Kantata OX after the project is created.
Optional Mappings	Select an additional mapping set, if desired.
Additional Fields	Create an additional mapping pair, if desired.

Mavenlink Project Fields to HubSpot Deal Fields

This scenario syncs Kantata project standard fields and project custom fields back to the HubSpot deal that created them.

Field	Description
Name	Enter the scenario name.
Schedule	Select how often the scenario will run.
Service	Select the service the scenario will connect to.
HubSpot Field for Project Lead	Enter the Field ID of the HubSpot custom field that will display the name of the Kantata OX project lead. Note: This must be a single-line-text type field in HubSpot.
Sync Budgets in Dollars	Select if you want the Kantata OX budget to sync to HubSpot in dollars or cents. Yes—Sync the budget in dollars. No—Sync the budget in cents.
Optional Mappings	Select an additional mapping set, if desired.
Additional Fields	Create an additional mapping pair, if desired.