Set Up the Kantata OX Integration with HubSpot

Kantata’s integration with HubSpot connects company and deal information to your projects, helping you drive repeat business and build stronger relationships. Your Kantata OX projects and project groups are automatically created and populated with important information whenever your HubSpot deal reaches a selected stage.

Your service delivery teams can begin project execution more effectively, and sales teams can see key metrics about the projects they sold—with all the information they need to reach out and follow-up with customers.

Create your HubSpot integration with the following steps:

• Enable the integration and create services
• Map Your HubSpot Company and Deal fields to Kantata OX fields
• Create the Scenarios for syncing HubSpot to Kantata

How to Enable the HubSpot Integration with Kantata OX

1. Open the Kantata Integration Platform, and click Enable on the HubSpot card. If you do not see the HubSpot card, contact Kantata Support.
   
2. Select Services from the Account drop-down menu on the top right.
   
3. You’ll need to create both a global and a local service. Global services only access configuration information from your account: local services access the information necessary to execute each individual scenario. To begin, select HubSpot from the Add Service drop-down menu.
   
4. Add a Name and enter your HubSpot API Key. You can refer to the following HubSpot knowledge base article for information on how to find the API Key: https://knowledge.hubspot.com/articles/kcs_article/integrations/how-do-i-get-my-hubspot-api-key
   
   
5. Next, create the global service. Select Hubspot again from the Add Service drop-down menu, add a Name, and enter your HubSpot API Key.
6. This time, select the Global for Account? checkbox and click the Create button.
   
7. When you’re done, your local service appears under Your Services, and the global service appears under Account Services. Make sure that both services can communicate with Hubspot by clicking Test on the right of each one.

How to Create Hubspot Mappings with Kantata OX

1. Click Kantata Integrations on the top left to return to the Kantata Integrations Platform home page.
2. Next, click Settings on the HubSpot card.
3. From the Mappings drop-down menu, select HubSpot Company Properties.
4. Click New Mapping Set on the top right. This is where you map companies in HubSpot to client groups in Kantata OX.
5. First, add a Name for the company mapping set.
6. Next, you'll need to decide which Kantata OX fields map to which corresponding HubSpot fields. Fields in the Kantata column will be auto-populated from Kantata OX projects (including custom fields). In the External column, click the drop-down menu for each field and select the relevant field in HubSpot. When you’re done, click Submit.
   
7. Next, select Hubspot Deal Properties, and then click New Mapping Set again. This is where you map HubSpot deals to Kantata OX projects.
   
8. Add a Name and use the same steps as you did to map companies to client groups.
9. After you're done, click Submit.

How to Create Scenarios Syncing HubSpot to Kantata OX

1. Click Kantata Integrations on the top left to return to the Kantata Integrations Platform home page.
2. Next, click Settings on the HubSpot card.
3. Click the Add one now. link.
   
4. In the Select a Scenario drop-down menu, select HubSpot Company to Kantata Workspace Group. This is where you create a scenario for syncing your HubSpot companies to Kantata client project groups.
   
5. First, add a Name for the scenario.
6. In the Schedule drop-down menu, select how often you want to run the scenario. All Kantata activity applicable to your company mapping is sent to Hubspot each time the scenario runs.
7. In the Syncable Stages drop-down menu, select the HubSpot Deal Stage at which you would like the scenario to begin running. For example, if you select Qualified to Buy, a client project group will be created in Kantata and begin syncing data once the deal is moved to Qualified to Buy in HubSpot. You can select multiple stages.
   
8. Uncheck the Do not sync historic data box to include all records in your sync that have been changed within the past 30 days.
9. If you have set up multiple company mappings, select the one to which this scenario applies from the HubSpot Company Properties drop-down menu. When you’re done, click Save Scenario.
10. Click Add Scenario.
11. This time, select HubSpot Opportunity to Kantata Workspace from the Type drop-down menu. This scenario will create a Kantata project and begin syncing data every time your HubSpot deal reaches the specified stage.
12. Use the same steps as you did to create the companies to client groups scenario.
13. When you're done, click Save Scenario.