Introduction
This document describes SyncSmart’s integration with the platform Introhive. Introhive is a CRM data repository that syncs with Hubspot using CSV data extracts and Google Sheets. The SyncSmart integration lets users take large data extracts and import them into HubSpot and associate them with the correct field mappings in a user portal for use in sales, marketing, RevOps, customer success, and other processes.
Terminology and definitions will be specific to HubSpot, Introhive and SyncSmart and will cover features, capabilities, security, FAQs, and more.
What is HubSpot?
HubSpot provides cloud software to manage marketing, sales, operations, and customer service. It has the functionality of customer relationship management (CRM) software and content management system (CMS), marketing automation, and operational software. For example, HubSpot tracks and automates the journey a contact takes from when they first interact with the company’s marketing campaigns and website to the point sales closes the deal and customer service begins offering support.
What is SyncSmart?
SyncSmart.io is a cloud-based Integration-Platform-as-a-Service (iPaaS) provider, backed by Lynton, a HubSpot Elite partner. SyncSmart is the product arm of Lynton, providing a variety of integrations and products that range from self-serviced, packaged integrations to managed support packages. The integrations connect data from HubSpot accounts with CRM or ERP accounts in a bidirectional or one directional sync.
What is Introhive?
Introhive is a fast-growing B2B customer intelligence platform or data warehouse. Their solutions help businesses capture and deliver critical customer intelligence data to sales and revenue teams. Using that data, teams can find selling opportunities, win more business, and grow their customer accounts.
What Powers SyncSmart?
SyncSmart is powered by iPaaS middleware and JavaScript technology, using the Tray.io Embedded platform, an OEM framework for SaaS companies to integrate with a wide variety of cloud software, databases, and files. SyncSmart is a top tier partner and customer of Tray, receiving the highest level of support from their engineering team.
SyncSmart’s first user interface (UI), a web application users log into via my.syncsmart.io, will soon be available for all integrations.
Quick Overview of How The App Works
Introhive is a data warehousing system that stores customer intelligence data, and could easily house millions of records. Introhive lets customers record and report within their system, but for many companies, they want to utilize that data in HubSpot to take advantage of the tools offered by the HubSpot ecosystem — namely sales, marketing, customer success, RevOps, and advanced reporting tools.
The SyncSmart HubSpot + Introhive integrations takes Introhive data extracts — data dumps of contacts, companies, and other fields like activities, relationships, and scores — and pulls them into HubSpot via different API calls. Users will select a billing plan during install to determine what data extracts (more details below) will be pulled. Users can use the SyncSmart user interface/web application to launch their integration, with the SyncSmart team playing a supporting role at any time.
How Does SyncSmart Protect Data?
SyncSmart integrations are designed for performance, accuracy, reliability, and security. They are point-to-point integrations that transmit data between systems without mirroring to a data warehouse for analysis, which results in secure syncing. Data is encrypted with 256-bit AES encryption and located in data centers in the United States. SyncSmart uses OAuth and machine-to-machine authentication when applicable, and reserves the right to revoke HubSpot OAuth token-based authentication at any time. SyncSmart’s platform is also SOC 2 Type 2 compliant and each customer is hosted within a separate, secure customer account with their connector authentications, data cache, and integration runtimes.
Additionally, the integration uses OAuth to authenticate with HubSpot and API keys to authenticate with Introhive.
The Benefits of The Integration
SyncSmart’s technology helps companies using HubSpot and Introhive provide their various teams with the most accurate, up-to-date data necessary to achieve real business growth. Specific benefits and features include:
Trust in reliable customer information
Elimination of manual data entry
More time developing relationships
Ability to make better business decisions
Proactive monitoring of the SyncSmart integration platform
Supported by a multi-step, multi-level security system
Completely software-free, eliminating the need to learn or license a new system
Additionally, SyncSmart offers a comprehensive library of other integrations, apps, and products. The team is also backed by Lynton, SyncSmart’s parent company, which is a full HubSpot agency that offers services from web design and development to inbound marketing strategy.
HubSpot + Introhive Use Cases
Sync Introhive customer data to HubSpot.
Use valuable data such as customer status, assigned revenue manager, and more in HubSpot to create personalized marketing campaigns and workflows.
Equip revenue teams with recommendations.
Give revenue teams accurate data they can rely on to improve win rates and surpass revenue targets. Daily syncs of data will keep records up to date and increase team productivity.
Make sense of data to find opportunities.
When HubSpot learns which leads convert to customers, companies win with valuable reporting and automation. When Introhive syncs with HubSpot, users can unlock even more potential, including Reporting Add-on Dashboards, advanced list segmentation, and workflows.
Common Integration Definitions
API
Application-Programming Interface (API) helps software developers design products that automatically connect to CRM like HubSpot’s. It means that a business can integrate previous data and start using CRM right away.
Company
Companies are standard HubSpot integration objects. They help the CRM distinguish between different companies, and store information properly so it can be reached when necessary. They also contain data like addresses, opportunities, etc.
Contact
Anyone who interacts with your company can be saved as a contact in HubSpot.
CSV
A comma-separated values (CSV) file is a delimited text file that uses a comma to separate values. Each line of the file is a data record. Each record consists of one or more fields, separated by commas.
Closed-loop reporting
Closed-loop reporting helps consolidate the data that marketing teams are collecting with the data that sales are collecting.
Configuration (config) data
Workflows contain variables that may need to be set by the end-user of the solution. In the workflow config screen within Tray, these can be set as config data before being added to a relevant field in the step editor. With Introhive, the SyncSmart team has recreated the Tray config wizard in the UI/web application, so users will set some of these directly in a more user-friendly setup.
Configuration (config) wizard
When a user clicks to use a solution, a wizard will pop up that they can use to add their own authentications and configurations for the solution.
CRM
Customer relationship management (CRM) is a set of processes and tools that help businesses build a better relationship with customers. HubSpot is a CRM tool that is extremely beneficial as it helps improve data collection and application.
Data extracts
The data that can be collected from Introhive in a CSV file via an Introhive API. The API provides access to normalized data suitable for input into an ETL process or used directly from various tools. Introhive provides updated data ONCE per day on a schedule, but it may be fetched at any time.
Deal pipeline
Deal pipelines predict revenue and identify problems in sales. Each pipeline has multiple stages through which the customer typically has to progress in order for the deal to be closed.
Deal stages
Deal stages are parts of the standardized deal pipeline process.
For example, when a customer reaches stage #3, they can be offered a demo or a proposal. Deal stage simplifies the process for the sales team, and allows streamlined customer onboarding.
Default match field
The default field / field property that the integration uses to match records.
Fields or properties
Fields or properties are information storages about companies and other objects. They can include contact information, deal stage, and any other information needed to improve marketing and/or sales.
Implementation consultant / process
SyncSmart offers an implementation process to build and ensure integrations are working to meet a business’s specific needs. The implementation consultant, alongside a team of others, will guide the customer throughout a series of Zoom calls and Google spreadsheets.
Integration platform as a service
Integration Platform as A Service (iPaaS) is a cloud service that supports application, data and process integration. It combines multiple applications, sources, APIs and systems to create a central, accessible hub.
Leads and contacts
In HubSpot, leads and contacts are one and the same.
MongoDB
MongoDB, used by the SyncSmart team for certain workflows, is a source-available cross-platform document-oriented database program. Classified as a NoSQL database program, MongoDB uses JSON-like documents with optional schemas.
Objects
Objects, like contacts, companies, opportunities, and more, represent the different types of relationships and processes a business has. HubSpot has standard objects to perform various sales and marketing functions. SyncSmart integrations sync all standard objects and their associated fields.
Opportunities and deals
Deals in HubSpot integration help identify opportunities for increasing revenue by boosting leads down the sales funnel. For example, companies can create a deal when a lead takes an important action such as booking a demo.
Sandbox account
A test environment where a user can experiment with the integration without affecting anything live in production.
Solutions
Using Tray, users create a 'solution' based on the workflows contained within a project. The solution will include all of the project workflows. Via the Tray API, this solution can then be included in the application and will be available for your End Users to activate and configure for their own use.
Solution Instance
When an end user activates a solution for their own use, they create a solution instance.
Solution Installer
The solution installer is used to create the solution instance and can be called after the solution instance exists to change the config vars. The Google Sheet/SyncSmart UI or web application dictates the object and the direction of field mappings that will sync.
Sync / data synchronization
Data synchronization is the ongoing process of synchronizing data between two or more devices and updating changes automatically between them to maintain consistency within systems. Syncing refers to the process of flowing data between HubSpot portals.
Tray.io
Tray.io believes “any organization can and should automate.” SyncSmart uses the platform to help run integrations. The Tray platform “organizations can easily automate complex processes through a powerful, flexible platform, and can connect their entire cloud stack thanks to APIs.”
Tributary
Tributary is a distinct solution from which the SyncSmart team creates an instance for each customer of Tributary-based integrations. While the base integration, such as Introhive, is responsible for pushing data from external sources or CRMs into a middle database, Tributary is responsible for the leg of the journey from MongoDB into HubSpot. An Introhive customer will have an Introhive solution instance that pulls data from Introhive, formats it into a schema known to the Tributary codebase, and then pushes that data into MongoDB. The customer will also have a Tributary solution instance generated upon Introhive install that reads data from MongoDB (once inserted by the actual Introhive integration) and copies that data into HubSpot
Webhook
A webhook is a lightweight API that powers one-way data sharing triggered by events. Used with an API, they enable applications to share data and functionality.
Workflows
Workflows are a way of automating processes by triggering relevant actions based on context. For example, if a lead books a demo, they can be automatically sent a deal. When thinking about workflows in terms of this integration, consider this definition provided by Tray: “workflows are the 'building blocks' of your integrations. A Tray workflow is what you use to build a sequence of related actions.”
Introhive Sync Features & Capabilities
Below is a list of objects synced between Introhive and HubSpot:
Introhive Contacts -> HubSpot Contacts
Introhive Company -> HubSpot Company + Custom “Industries” Object (integration creates automatically)
Below is a list of HubSpot properties created automatically by the Integration:
Object/Entity | Name | Internal Name | Field Type |
Contact | Current Company ID | ss_current_company_id | Number |
Contact | Department | ss_department | Single-line text |
Contact | Full Name | ss_full_name | Single-line text |
Contact | Internal Contact | ss_internal_contact | Single-line text |
Contact | Introhive Contact Id | ss_introhive_contact_id | Number |
Contact | Introhive Created At | ss_created_at | Date picker |
Contact | Introhive Delta Operation | ss_delta_operation | Single-line text |
Contact | Introhive Owner Email | ss_introhive_owner_email | Single-line text |
Contact | Introhive Owner Name | ss_introhive_owner_name | Single-line text |
Contact | Introhive Updated At | ss_updated_at | Date picker |
Contact | Other Emails | ss_other_emails | Single-line text |
Contact | Photo URL | ss_photo_url | Single-line text |
Contact | Relationship Capital Score | ss_relationship_capital_score | Number |
Contact | Relationship Strength Score | ss_relationship_strength_score | Number |
Contact | Title Score | ss_title_score | Number |
Contact | Viewable Contact | ss_viewable_contact | Single-line text |
Company | Company Capital Score | ss_company_capital_score | Number |
Company | Introhive Company Id | ss_introhive_company_id | Number |
Company | Introhive Created At | ss_created_at | Date picker |
Company | Introhive Delta Operation | ss_delta_operation | Single-line text |
Company | Introhive Owner Email | ss_introhive_owner_email | Single-line text |
Company | Introhive Owner Name | ss_introhive_owner_name | Single-line text |
Company | Introhive Updated At | ss_updated_at | Date picker |
Company | Logo URL | ss_logo_url | Single-line text |
Company | Relationship Strength Score | ss_relationship_strength_score | Number |
Company | Total Capital Score | ss_total_capital_score | Number |
Industries | Code | ss_code | Number |
Industries | Description | ss_description | Single-line text |
Industries | Industry Group Code | ss_industry_group_code | Number |
Industries | Industry Group Code Description | ss_industry_group_code_description | Single-line text |
Industries | Introhive Company Id | ss_company_id | Number |
Industries | Introhive Delta Operation | ss_delta_operation | Single-line text |
Industries | Introhive Unique Id | ss_uniqueid | Single-line text |
Industries | Sector Code | ss_sector_code | Number |
Industries | Sector Code Description | ss_sector_code_description | Single-line text |
Industries | Type | ss_type | Single-line text |
Introhive Data Extracts
The following are examples of data files/extracts from Introhive and their associated description. During install, the SyncSmart integration supports companies (with industries and scores) and contacts (with scores and relationships) or just contacts and just companies. Additional data extracts can be supported with minor development if a user expresses interest, as it requires more than just custom configurations on the SyncSmart team’s end.
Endpoint | Description |
/api/analytics_extracts/activities | All email and meeting activities recorded by the system. |
/api/analytics_extracts/activity_participants | Details of users and contacts who participated in email and meeting activities, including their role in the activity. |
/api/analytics_extracts/users | List of users in the Introhive system. |
/api/analytics_extracts/user_company_scores | Roll up of relationship scores by contact company. |
/api/analytics_extracts/contacts | List of contacts tracked by the system. |
/api/analytics_extracts/contact_scores | Roll up of relationship scores by contact. |
/api/analytics_extracts/relationships | List of relationships tracked by the system. Relationships are between internal users and external contacts. |
/api/analytics_extracts/companies | List of companies tracked by the system. |
/api/analytics_extracts/company_domains | List of domain names by company. |
/api/analytics_extracts/company_industry_codes | List of SIC and/or NAICS codes associated with companies. |
/api/analytics_extracts/crm_contacts | Mapping of Introhive contacts with any known Contact records in your CRM (if applicable.) |
/api/analytics_extracts/crm_accounts | Mapping of Introhive companies with Account records in your CRM (if applicable.) |
/api/analytics_extracts/contact_social_networks | List of social media networks for contacts. |
/api/analytics_extracts/contact_attributes | List of various contact attributes. |
The Setup Process
Please note some important prerequisites before reading the setup process:
Users/clients must contact Introhive to turn on data extracts for the entities and properties that are desired to include in this integration (Contacts, Companies, Industries, etc.). They should ask for a particular format — JSON. Data extracts must be turned on for the integration to work properly.
Additional note: The server process at Introhive creates and runs data extracts, effectively updating a user’s data, ONCE a day at midnight. This integration does NOT run in real-time, but SyncSmart’s technology looks for updates early after midnight for the most up-to-date data possible.Users/clients must have an Enterprise tier HubSpot portal so that the custom “Industry” object can be created and used in their portal (only Enterprise portals can have custom objects).
Getting up and running with the HubSpot + Introhive integration takes a few steps on the user/client’s end:
Navigate to the HubSpot app marketplace and click “Request to install.”
Be directed to the installation link.
Select the HubSpot portal to sync Introhive data into.
Choose your objects.
Choose a support package.
Fill in billing information.
Select your Hubspot portal.
Authorize access via HubSpot OAuth.
Configure the API and enter additional details:
Name your custom objects.
Enter the Introhive API Key from Introhive.
Select error reporting email address.
Select the Introhive owner to be associated as the owner of contacts in HubSpot by default.
Hit submit and run your sync!
Users will receive a message saying the install was successful and the custom object and properties created in their portal will show up in HubSpot after seeing the success message for initial configuration (i.e. API Key then submit).
Continue working with the SyncSmart team as needed.
Guided Implementation Process
Despite having a web application/user interface (UI) option, users can opt for SyncSmart’s guided implementation consultant process at the moment. That looks like:
Kick-off call to introduce the team, confirm use cases, present object mapping and field mappings, discuss dropdown and owner fields, and more.
Close the loop on any clarifications or questions and install mappings, including filters, and build out the sync.
Perform extensive User Acceptance Testing (UAT) with the customer and the SyncSmart team, launch the integration with an optional historical sync to get up and running with pre-collected data.
Offer ongoing support as needed through managed services and support and premium support packages.
Note: Customers going through the implementation process can expect to launch their integrations within six to 12 weeks – which is based on the customers being involved heavily throughout the process. If a user is not responsive to certain phases of the implementation process - particularly the UAT phase, the timeline can be stalled and nearly halted, resulting in a bogged-down integration launch. To ensure the timeline meets the customer's and SyncSmart’s expectations, consultants should address the importance of open communication and collaboration in the initial kick-off call and continue to address it throughout the process.
Examples of support packages:
How Much Does The Integration Cost?
The HubSpot + Introhive integration comes with several pricing options to meet user needs. They are:
Billing Plan A: Contacts [$600/month] = contacts + scores + relationships
Billing Plan B: Companies [$600/month] = companies + scores + relationships + industries
Billing Plan C: Contacts + Companies [$1200/month] = contacts + companies + scores + relationships + industries
Frequently Asked Questions
Q: How does data sync?
A: The SyncSmart HubSpot + Introhive moves Introhive data like companies and contacts into HubSpot using Introhive data extracts or CSV files. Introhive provides CSV files for contacts, companies, and other fields that SyncSmart can support that will flow into HubSpot after a user installs the application and goes through the setup and implementation processes. Unlike other integrations, this app does not run in real-time. It updates once a day.
Q: How can a user turn on Introhive data extracts?
A: Data extracts within Introhive must be turned on for the integration to work properly. Please contact your Introhive representative to turn on data extracts for the entities and fields desired to include in this integration. It is recommended that users request a JSON format.
Q: Can users request a sandbox account or environment?
A: Yes. The SyncSmart team can work with clients to enable a sandbox account to test the integration. When creating the integration, the SyncSmart team worked with Introhive to set up demo/sandbox environments to test out functionality before creating any client/customer-facing applications.
Q: What can a user do to have a successful sync?
A: Clean Introhive data to the best of their ability, looking for any duplicates, outdated, or inaccurate data. Be present in the implementation process and ensure that internal teams, particularly those benefiting from the integration the most, are on the same page. Ask questions about the UI/web application when necessary. Opt for a support package to maintain the health of the integration.
Q: Can companies integrate more than one system?
A: Yes. Simply add all the systems to the pricing and building tool. SyncSmart makes integrating tools with HubSpot easy and touchless. Once an integration is up and running it operates seamlessly in the background. Browse possible integrations here.
Q: Does a company need a developer on their team?
A: While it may be helpful, it is not necessary with SyncSmart integrations. They require no IT experience and are backed by integration experts. All the heavy data importing is done on SyncSmart’s end, with no integration software to learn.
Q: What happens if the integration stops?
A: The SyncSmart team actively monitors for errors to prevent this. If the sync does stop, it will pick up where it left off.
Q: What is a system of record or “single source of truth?”
A: A system of record should be one of the two systems that are integrated that will be the authoritative data source, or a “single source of truth.” When selecting a system of record, choose the lowest denominator of data entry – i.e., where the most critical company data goes first and where losing it may cause risk. Generally, companies choose their CRM.
Q: How long will the integration process take?
A: The integration process currently can take several weeks. With the UI/web application, users can set up their integrations on their own in a matter of minutes.
Speak with an Integration Expert
Have additional questions or need help with a product? Talk to the SyncSmart team today.