Overview of the Configurations Page



At the top, you'll find a set of tabs that allow you to change your perspective from which group and which object type is syncing. Clicking on a tab will allow you to change the perspective.

Below the tabs, you'll find a flow diagram of the relationships between the objects and how the properties are mapped between them. Clicking on any group, object, or property opens a drawer on the right hand side that allows you to view and edit the related configuration.

Clicking on a group node, you can see all the Hubspot portals that in the group.

Clicking on the parent Object node, you can see:

  • the sync status of the object and the last time it was synced
  • any notes that have been added about the object or how it syncs
  • a toggle that allows you to turn the sync on or off for the object
  • the property that uniquely identifies records of this object type
  • AI / plain-english filters that allow you to filter records that sync
  • a button to add new property mappings between your groups

Clicking on a property node, you can see:

  • any notes that have been added about the property or how it syncs
  • all the Hubspot "metadata" that is known about the property
  • a control area that allows you to change the mapping of the property between the groups and the direction that the property is mapping
  • a directional toggle that allows you to choose if and in what direction the "Skip Update Unless Empty" rule is applied
  • a directional toggle that allows you to choose if and in what direction the "Maintain Property Governance" rule is applied

In the top left is a quick-action tray that allows for quick access to common actions like:

  • Connecting a new portal to your integration
  • Editing to which groups a portal belongs
  • Adding a new group
  • Adding a new object type
  • Refreshing all property metadata
  • Re-running the sync from a specified historical date up to the present
  • Managing users

On the bottom left, the user is presented with a version history management tool. This tool allows the user to see the history of changes to the configuration and to revert to a previous version if needed. It also configures which version is the current "Live" version of the configuration to allow the user to change the configuration without affecting the live sync and plan ahead for notifying users of upcoming changes.

The Hierarchy of Perspectives

Throughout configuring this product, we will commonly reference the following perspectives:

  • Groups: A group is a collection of portals that all follow the same syncing paradigm / scheme.

  • Objects: An object is a type of record that is syncing between groups. For example, a Contact, Company, or Deal.

  • Properties: A property is a field on an object that is syncing between groups. For example, a Contact's First Name, a Company's Industry, or a Deal's Close Date.

The Group View

Groups are the highest perspective in the Hierarchy of Perspectives. A group is a collection of portals that all follow the same syncing paradigm / scheme. The group view allows the user to see all the portals in the group and to edit the group's settings.

The Object View

Objects are the middle perspective in the Hierarchy of Perspectives. An object is a type of record that is syncing between groups. The object view allows the user to see all the properties of the object and to edit the object's settings.

Sync Status

The sync status of an object is displayed in the top right of the object view. The sync status shows the last time the object was synced and the current sync status of the object.

Notes

Notes can be added to an object to help users understand how the object is syncing or to provide additional information about the object.

Sync Toggle

The sync toggle allows the user to turn the sync on or off for the object. When the sync is turned off, the object will not sync between the groups.

Unique Identifier

The unique identifier is the property that uniquely identifies records of this object type. This property is used to match records between the groups.

Filters

Filters can be added to an object to filter records that sync between the groups. Filters can be added in plain-english or using AI to filter records.

Add Property Mapping

The add property mapping button allows the user to add new property mappings between the groups. Property mappings are the relationships between the properties of the objects that are syncing and ultimately how data flows between the groups.

The Property View

Properties are the lowest perspective in the Hierarchy of Perspectives. A property is a field on an object that is syncing between groups. The property view allows the user to see all the metadata about the property and to edit the property's settings.

Notes

Notes can be added to a property to help users understand how the property is syncing or to provide additional information about the property.

Metadata

The metadata section shows all the Hubspot "metadata" that is known about the property. This includes the property's name, type, and other information.

Mapping

The mapping section allows the user to change the mapping of the property between the groups and the direction that the property is mapping. The mapping section also allows the user to choose if and in what direction the "Skip Update Unless Empty" rule is applied and if and in what direction the "Maintain Property Governance" rule is applied. Properties can be mapped in both directions, one direction, or not at all.

tip

Maintain Property Governance functions to ensure that the property in the target portal matches the source portal, by overwriting the target property with the source property's metadata/definition, or creating the property if necessary. If properties are mismatched and this is disabled, unknown behavior may occur.

tip

Special care should be taken when mapping properties between groups. Mapping properties incorrectly can cause data to be lost or overwritten. Always double-check your property mappings before going live your configuration.

Bi-Directional Mappings

Users should be extremely cautious with bi-directional mappings. On a 5-minute interval, the Portals integration takes snapshots of any records that have changed within the interval and sends those as updates to the target portal. Thus properties that have frequent updates will only receive the last update that occurred before the snapshot was taken. This can cause data loss or data to be overwritten, especially if the target record being updated has received other updates since the snapshot was taken. To prevent this behavior, we encourage users to enable the "Skip Update Unless Empty" rule to prevent updates from being sent to the target portal if the property already has some value.

Quick-Action Tray

The quick-action tray is a set of quick actions that allow the user to quickly access common actions. The quick-action tray is located in the top left of the configurations page.

Connect a New Portal

The connect a new portal button allows the user to connect a new portal to the integration. When the user clicks the button, they are prompted to enter the portal's API key and the portal is connected to the integration.

Edit Groups

The edit groups button allows the user to edit to which groups a portal belongs. When the user clicks the button, they are presented with a list of all the groups and can edit the groups to which the portal belongs.

Add Group

The add group button allows the user to add a new group to the integration. When the user clicks the button, they are prompted to enter the group's name and the group is added to the integration.

Add Object Type

The add object type button allows the user to add a new object type to the integration. When the user clicks the button, they are prompted to enter the object type's name and the object type is added to the integration.

Refresh Property Metadata

The refresh property metadata button allows the user to refresh all the property metadata in the integration. When the user clicks the button, all the property metadata is refreshed.

Re-Run Sync

The re-run sync button allows the user to re-run the sync from a specified historical date up to the present. When the user clicks the button, they are prompted to enter the historical date and the sync is re-run.

Manage Users

The manage users button allows the user to manage the users of the integration. When the user clicks the button, they are presented with a list of all the users and can edit the users' settings.

Version History Management

The version history management tool is located in the bottom left of the configurations page. The version history management tool allows the user to see the history of changes to the configuration and to revert to a previous version if needed. The version history management tool also configures which version is the current "Live" version of the configuration to allow the user to change the configuration without affecting the live sync and plan ahead for notifying users of upcoming changes.

In order to safely make changes to your configuration, performing the following steps is best practice:

  1. Check out the current Live Version and Save As new version "ObjectsOff"
  2. Check out "ObjectsOff" as draft and turn objects off in configuration settings
  3. Go live with version "ObjectsOff"
  4. Save "ObjectsOff" as new draft "ObjectsBackOnDiffConfig"
  5. Edit draft "ObjectsBackOnDiffConfig" by turning objects back on and making other adjustments as needed
  6. Make group membership changes as needed (live data stops moving objects are off)
  7. Go live with "ObjectsBackOnDiffConfig"
  8. Run historical sync for missed timeframe