How to automatically assign a contact to a deal (within Hubspot)

Hi,

I have the exact some problem as you. The legacy Hubspot API was great. The new one is not good. This is unfortunate. I am working on doing something with my own API key and seeing if I can get anything from there.

Until then, I have two workflows:

1. New deals:
2. Updated deals where the contact association has changed

Here is the issue: There is no way to have a trigger that notices a change to hubspot associations. That is, if you change a contact associated with a deal - there is no trigger for that.

A workaround I have created is to use the trigger ‘update on property change’ and use the property change ‘last modified time’.

But now there are a LOT of triggers that are created. Every chat, conversation, email, phone call, everything is a trigger.

So then I dealt with it in three parts:

1. A trigger system that sends a webhook
2. A catcher system that sorts and filters these triggers and passes on to the actual updater
3. The updater that updates the database with all sorts of interesting things (looping through associated contacts to get their details and update them for example) but this is not a concern for the time being.

The Trigger goes like this:

1. Receive trigger
2. create a key in storage by zapier with Key: CID_{Deal_ID} and value {zap_meta_timestamp}
3. send webhook

The Catcher goes like this:

1. Receive webhook with Deal_ID
2. Go into delay by zapier queue with queue name Q_{Deal_ID}
3. once out of delay use storage by zapier to find key CID_{deal_ID}
4. Filter by zapier to continue only if a value is found at CID_{deal_ID}
5. It runs some other checks (not important) before sending a webhook to the actual updater and then:
6. Uses storage by zapier to erase the key and value at CID_{Deal_ID}

The updater goes like this:

1. Receive webhook with Deal_ID
2. Find deal by Deal ID
3. Find Associations by Hubspot type
4. Loop through to do what I want with them.

In your case it seems you have:

1. A deal
2. A contact
3. No way of associating the contact with the Deal

I would recommend:

1. Once a deal is created with your other Zap
2. Send webhook for sub routine and make the payload the DealID and contactEmail
3. Sub routine searches for contact by email address (the unique key for contacts in HS)
4. New association using dealID and ContactID

Hi @AFM 

Try these Zap steps…

1. Trigger: HubSpot - New Contact
2. Action: HubSpot - Create Deal
3. Action: HubSpot - Create Associations

@AFM 

Can you please post full screenshots of your Zap steps.

Unable to tell what HubSpot trigger event you are using.

NOTE: By default HubSpot will return certain properties for the chosen object.

Hi @DreTech & @AFM  & @danielajk 

Try this…

Zap Step 2 is related to the HubSpot Contact

Zap Step 3 is related to the HubSpot Deal

TIP: When in doubt, test it out!

@DreTech 

You’ll need to use static IDs and/or use Zap steps to Find the Contact/Deal you want to dynamically map via variables as shown below.

This relates to the Contact

This relates to the Deal

@AFM

Please post screenshots with all your Zap steps, thanks.

@AFM

Make sure to test each Zap step manually

@AFM 

Try changing your Zap trigger step data: https://zapier.com/help/create/basics/change-the-test-data-in-your-zap-trigger

@AFM 

No timetables are provided for feature requests.

Could be tomorrow, could be never.

Hi @danielajk 

Based on the error in the screenshot it seems to indicate there is no matching HubSpot Contact for that ID.

Make sure that Contact exists in HubSpot.

Help article about how to change your trigger test data: https://zapier.com/help/create/basics/change-the-test-data-in-your-zap-trigger

Please post screenshots with how your HubSpot Create Associations step is configured with the variables mapped.

NOTE: You’ll need to map the internal HubSpot IDs for the Contact and Deal, instead of the friendly names.

@danielajk 

Give this a try...

This is the ID of the Deal, but you are saying it’s a Contact Object, so try changing that.

This should also be a “Contact”.

Hi Troy,

it seems like it is an issue with Hubspot. They used to have a direct association of the ids of deals and contacts in their legacy CRM but removed the feature in the new version. I wrote to their support and she referred to some of these work arounds:

I am trying to get this to work via the Create New Deal In Stage initial trigger, but for some reason I cannot find a contact or update it before taking the next steps, I can find the value “vid” but  for some reason cannot identify the correct values for the contact information next steps. But maybe I’m also missing something

Some people are also suggesting to work with delays?

Here they somehow can also customize deals, which I could not in my zap:

https://community.hubspot.com/t5/APIs-Integrations/Help-Zapier-to-New-Contact-to-New-Deal/td-p/306822#:~:text=Hello%20everyone,,include-contact-ids...

Pretty consequential decision Hubspot made to remove this one feature