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Best answer

Check whether HubSpot contact is in monday.com and update last contact time

B
Userlevel 1

Hi,

So we are looking to integrate our Monday.com sales board to hubspot and then take the data from hubspot and push it back into Monday.

Effectively we have 80 Items/names on our monday sales board. We are looking to see the last time we contacted them in hubspot and for it to update a column in our monday board. However we have over 1000 hubspot contacts and only want to use the 80 which are Monday. We need to make this differentiation otherwise we will use countless tasks for names that are not important. 

We have set up a zap that works however it is using a task every time a hubspot contact (1000 contacts) is updating. We want it to only do so when one of our monday contacts (80) is updated.

Please do tell how this can work. We have essentially got the 2nd half of this done but need to have something at the start which determines what the integration is looking at.

 

Thanks

icon

Best answer by SamB 8 October 2021, 11:24

View original
This post has been closed for comments. Please create a new post if you need help or have a question about this topic.

11 replies

robschmidt
Userlevel 7
Badge +9

Hi @Base Camp Australia 

The way you can make sure you dont burn task for unwanted trigger is by using Zapier Filter: https://zapier.com/help/create/customize/add-conditions-to-zaps-with-filters

You can use a distinguishable feature that those 80 contacts have in filter or you can use a “contains” filter and write down all the 80 contacts email there so that it runs for those selected contacts

Outliant.com | Zapier Expert
jayeshkumarbhatia
Userlevel 6
Badge +6

Hi @Base Camp Australia ,

 

To reduce your task usage, You should use Filters in your Zap. You can read about filters here

Troy Tessalone
Userlevel 7
Badge +14

Hi @Base Camp Australia 

It may be more scalable to use a Lookup Table approach via a GSheet Lookup Row or Airtable Find Record, followed by a Filter step to check if found or not.

See approach here: https://zapier.com/help/doc/how-use-formatter-functions#using-the-lookup-table

 

GSheets: https://zapier.com/apps/google-sheets/integrations

Airtable: https://zapier.com/apps/airtable/integrations

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
B
Userlevel 1

Hi @robschmidt @jayeshkumarbhatia 
So we have added the filter step in the middle however it is coming up with an error

On the hubspot side I put in the fax column “Sale” for our 80 contacts we want to track.
However if you see the below it doesn’t seem to want to work.

Are you able to help us out here?

Thanks

1 Attachment
B
Userlevel 1

Hi @robschmidt  and @jayeshkumarbhatia are you able to help with the above,
Thanks

SamB
Rank
Userlevel 7
Badge +11

Hey @Base Camp Australia,

From that screenshot it doesn’t look as though you’re running into an error message as such. The Filter just wasn’t able to pass the rule conditions when the step was tested as the Fax field didn’t contain any value:

fe2f8041fda349687e00a6d9082d67b9.png

If you try pulling in a new sample from HubSpot with a value of Sale in the Fax field then you should then be able to retest the Filter step and see that it would have continued. You can find out more about how to change the HubSpot trigger samples in your Zap here: Change the test data in your Zap trigger 

Hopefully that’ll do the trick! :)

jayeshkumarbhatia
Userlevel 6
Badge +6

Hey @Base Camp Australia ,

 

I can suggest an alternate solution.

  • Add an action of searching for item on Monday.
  • Than add a filter to check if item exists on Monday
  • Than add all your steps below.that

Hope this solves your problem!

 

B
Userlevel 1

Thank you to you all especially @SamB who got me over the finish line with that answer,

SamB
Rank
Userlevel 7
Badge +11

Thanks for letting us know. I’m so glad that did the trick, @Base Camp Australia! :) 

B
Userlevel 1

Hi @SamB 
So we now seem to be using tasks for all of these people even if they are apart of the filter or not. As seen below.
How do we get it such that when it is unsuccessful it does not use a task?
As this was the initial reason behind this program was to create the changes only when the person was in Monday.
Thanks

 

 

SamB
Rank
Userlevel 7
Badge +11

Hey @Base Camp Australia! :)

Ah, it looks as though the Filter step isn’t step 2 of the Zap, so there’s another step (a Formatter step from the look of it) that’s running before the Filter step which is using up a Task before the Filter is then able to stop the Zap from continuing.

The Filter step doesn’t appear to be dependant on any information from step 2 you should be ok to place the Filter step in directly after that HubSpot trigger step instead. This will change the current Formatter step to be step 3 instead and will allow the Filter to stop the Zap from using any Tasks when it doesn’t find the word “Sale” in the Fax field. Hope that helps!

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