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Creating workflows for HubSpot users

  • June 13, 2023 10:25
  • Updated

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You'll get visibility of your HubSpot users by creating configurable workflows to automate tasks such as:

    • Onboarding and offboarding users
    • Deleting users, such as inactive or underutilized users
    • Creating and adjusting users as part of a user change or user onboarding workflow
    • Retrieving detailed user information, including the user’s contact information, team, and role
    • Retrieving SaaS user roles

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small_blue_link.svgBefore you start

small_blue_link.svgCreating workflows

Create user workflows

HubSpot Get User Details

HubSpot Update User

HubSpot Delete User

HubSpot Create User

HubSpot Get Last Login

Create SaaS user workflows

Before you start

Before you can create the integration with Oomnitza, you need to have added your HubSpot credentials to Oomnitza.

We recommend that you also create an extended integration for HubSpot users. You can use the information retrieved in these integrations to trigger workflows.

Creating workflows

Create user workflows

To create a user workflow, you must complete these steps:  

  1. Click Configuration > Workflows 
  2. Click Add (+) and select People from the list.
  3. Edit the Begin Block and add rules to trigger the workflow. For example, if you set the Actions to Schedule and add a rule so that the Email Equals <EmployeeEmail> you can trigger a workflow to fetch a user matching a certain name on a specific date. Refer to Using the Begin block. 
  4. Drag and drop the API block onto the Sandbox.
  5. Click Edit on the API block and enter HubSpot in the search field. 
  6. Select a preset from the list below. To choose a preset, click the forward arrow (>).
  7. Select the credentials that you created in Adding your HubSpot credentials to Oomnitza.
  8. Enter any mandatory information when prompted.
  9. Select Advanced Mode.
  10. Select the Information or Body tab. Review and ensure that the properties referenced in these locations, such as {{hubspot_user_id}}, exist in Oomnitza and are populated with information before you run this workflow. You can create a user integration to retrieve this information before you run this workflow.
  11. Select the Response tab. You can map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field, such as API Response. Once you have the entire response, you can then parse the JSON response values to custom Oomnitza fields, as per the example below.
  12. Connect the Blocks. 
  13. Save, validate, and activate your workflow.

hubspot_get_user_api_response.PNG

Fig: Mapping the Get User response.

Using the HubSpot Get User Details preset

The HubSpot Get User Details preset gets the details of a specified user. The user to be retrieved is referenced in the Advanced Mode > Information tab in the property{{hubspot_user_id}}.

This preset requires the settings.users.readscope.

For further information, see HubSpot Docs: User Provisioning

Using the HubSpot Update User preset

The HubSpot Update User preset updates a specified user. You need to supply the following information to update a user:

  • Role ID: The user's role.
  • Primary Team ID: The user's primary team.

The user to be updated is referenced in the Advanced Mode > Information tab in the property{{hubspot_user_id}}.

This preset requires the settings.users.writescope.

For further information, see HubSpot Docs: User Provisioning

Note
The ability to create Teams is disabled for trial account users.

Using the HubSpot Delete User preset

The HubSpot Delete User preset deletes the specified user.

The user to be deleted is referenced in the Advanced Mode > Information tab in the property{{hubspot_user_id}}.

This preset requires the settings.users.writescope.

For further information, see HubSpot Docs: User Provisioning

Warning
If successful, this workflow returns a204 No Contentresponse code. Do not map a response in Advanced Mode > Response, as it will cause the content to fail due to no content.

Using the HubSpot Create User preset

The HubSpot Create User preset creates a user. You need to supply the following information to create the user:

  • Email: The user's email.
  • Send Welcome Email (Boolean): Enter true to send a welcome email. Otherwise, enter false.

This preset requires the settings.users.writescope.

For further information, see HubSpot Docs: User Provisioning

Using the HubSpot Get Last Login preset

The HubSpot Get Last Login preset gets activity logs for a HubSpot account.

The user to be retrieved is referenced in the Advanced Mode > Information tab in the property{{hubspot_user_id}}.

This preset requires the account-info.security.readscope.

For further information, see HubSpot Docs: Account Activity

Reference articles for workflows

Create SaaS user workflows

You can create a Saas User workflow in Oomnitza using the HubSpot User Role preset.  This preset supplies you with the Role of your SaaS users. This workflow uses the HubSpot Roles API which is only available to enterprise users.

Prerequisites

Before you create a SaaS user workflow, you should have already run your extended user integration and selected User plus SaaS User to populate the software entry in the Software > SaaS menu.

To create a Saas User workflow using the HubSpot User Role preset, complete the following steps:

  1. Click Configuration > Workflows > Saas Users from the menu.
  2. Click Add (+). The Begin and End blocks are automatically added to the sandbox.
  3. Enter the name and a description of the workflow. 
  4. Edit the Begin block by adding the rules that will trigger the workflow. For further information see SaaS User Roles.
  5. Click the Blocks tab, and drag and drop the SaaS User Role retrieval block onto the canvas.
  6. Click the Edit icon.
  7. Enter HubSpot in the search field and choose the HubSpot SaaS User Role preset.
  8. Click the right arrow >.
  9. Enter your Credentials.
  10. Select the Deactivate User checkbox to deactivate the SaaS user in SaaS > HubSpot > Users if they are not found in your HubSpot instance.
  11. Click SAVE.
  12. Connect the blocks.
  13. Save, validate, and activate your workflow.

To view active HubSpot users in the SaaS Users UI, complete the following steps:

  1. Click Software from the menu.
  2. Select the Saas tab, and select your software entry for HubSpot.
  3. Click Users in the side pane.
  4. The Role column is populated with the user details to confirm that this user has been found in your HubSpot SaaS.

This preset requires the settings.users.readscope.

For further information, see HubSpot Docs: User Provisioning

Reference articles for creating workflows

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