Who this is for: Teams who use Hubspot in addition to other tools.
What you’ll learn: How to use Unito to send tasks from Hubspot to flow directly into the tools of other teams.
Hubspot is a multi-functional, powerful customer relationship management tool with platforms (Hubs) for various departments and types of teams. In many companies, though, different tools are used across departments. Let’s say, for example, that your company’s sales team uses Hubspot, but the legal team is exclusively on Trello. There are important tasks in Hubspot are nearly finished, but need clearance from the legal team before they're complete. Since the legal team is not in Hubspot, they are unable to see those tasks. Without Unito, both teams would have to spend a substantial amount of time emailing task details to each other every time a task is updated, causing hours of extra work every month.
Using Unito - which works exclusively in the Hubspot Sales Hub - we're able to sync the sales team’s Hubspot tasks with their the legal team's Trello board, which helps save valuable time and increases productivity. Let’s go through how to build this sync!
Step 1: Verify your boards
Before creating any sync, the first step is to verify the boards and tasks you will be syncing.
On the Hubspot side, our sales team uses a board view that contains tasks they need to complete. Each task moves along columns that represent a status, and those columns are:
- Not started
- In progress
All tasks start in 'Not started' and move to 'In progress' once they are being worked on. Once finished, they moved to 'Completed' column. 'Deferred' is for tasks that will not be worked on (though we won't be using it for this example). The 'Waiting' column is specifically used for tasks that are completed, but require approval or input from another department (legal included).
The legal team's Trello board has 3 lists:
In anticipation of this sync, the legal team has built a Trello board in order to track tasks that need their input before they can be completed. When they receive a legal clearance request, it starts off in the Pending list. When they're actively working on a task it moves to Active, and then finally to 'Completed' once it has been cleared.
Now that the boards are set up, it's time to build our sync!
Step 2: Set up your sync
Navigate to the Unito App and click the ‘Add sync’ button. Select ‘Mirror-Sync’ on the next page.
Now it’s time to select what we want to sync. Since we’re syncing Hubspot and Trello, let’s select Hubspot and the account we want to sync on the left, then Trello and the board we want to sync on the right. On the Hubspot side, since we’re syncing tasks, be sure to select the ‘Hubspot task’ selections and not Hubspot deals.
Pressing the ‘Next’ button will bring you to the Filter tasks tab. Here you can decide which tasks will get synced and which won’t, by only bringing in tasks that meet a certain criteria (or preventing cards that meet a certain criteria from coming over). Since our sales team is only syncing some Hubspot tasks over to the legal team, we need to put a filter on the Hubspot side.
The simplest and most elegant way to do this with Hubspot is to filter by assignee. We've created a user in both Hubspot and Trello called 'Unito Legal' which we will use specifically for sync filtering purposes in this sync. The filter that we'll create will make it so that only tasks that are assigned to Unito Legal by the sales team will sync over to the legal team. To do this, we’re going to click on the ‘Add filter’ dropdown box and select 'Only sync tasks with any of the following assignees'. Then, we'll select the 'Unito Legal' assignee. Easy as pie!
For more information on filtering tasks, click here!
Pressing ‘Next’ again takes us to the Review tab. It’s at this stage that we’ll map our Hubspot columns and Trello lists together. To do so, click the ‘Customize sync’ button.
Conveniently enough, the first page we’re brought to is the ‘Map fields’ tab. Here we can — among other things — map our columns and lists together. Let's scroll down to the ‘Status <-> List’ mapping and click on the blue cog to the right. This expands that mapping.
By default, Unito maps statuses/lists with similar names together. Our sync will require different mappings, though, so let's hover over each mapped group and press the trash can icon to delete them. Then we’ll click the ‘Add new group’ button to create our first mapping.
The behavior that we're aiming for is that any Hubspot task assigned to Unito Legal will go to the legal board's 'Pending' column in Trello. This will be the case regardless of which Hubspot column the task lives in (except Deferred, which we're not using as mentioned). Since that's the case, we actually don't even need to map these fields - we just need to make sure that 'Pending' is the default list on the Trello side. We'll do that in the next tab, but right now there's still one status <-> list mapping that we need.
We want the legal team to be able to 'Complete' tasks after they've cleared them, and we want that reflected on the sales team's Hubspot board view. To accomplish that, we're going to map the 'Completed' Hubspot column with the 'Completed' Trello list. It should look like this in the end.
Finally, head over to the 'More options' tab and select 'Pending' from the Default list dropdown menu. As stated above, this will insure that all synced Hubspot tasks will end up in that Trello list.
Step 3 - Save, Sync, and Review!
We’re all set! Let’s hit that ‘Save and sync’ button at the bottom of the page and test out our sync!
Looking at the sales team's Hubspot board, they have a couple tasks in the Waiting column (Kabul Industries and Kanauer Corporation), and both need clearance from legal before being completed. Let's go into each of them and add 'Unito Legal' as an assignee on both.
Now let's head over to the legal board to view those synced tasks!
Sure enough, here they are. Once the legal team starts working on a card, they'll move it to the 'Active' list. This will have no change on the Hubspot side since the Active list isn't mapped to anything. When they've cleared the card, it will move to the 'Completed' list, and that change will be reflected in Hubspot as well since we've mapped their respective 'Completed' statuses together.
This is just one of many ways you can combine Hubspot and Trello to increase productivity!