Question

Ticket Tailor trigger to Find or Create Contact in HubSpot action

  • 24 June 2021
  • 8 replies
  • 29 views

Userlevel 1

Hi, we don’t understand how to configure the “Set up action” part of our Zap to create or update a Contact into Hubspot each time a ticket is sold.

What is a “Search Property” of Hubspot? 

Also, we don’t know the value of the Hubspot property in advance like the user’s email address.

Thank you for helping us to understand how to set this up!

 

 


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8 replies

Userlevel 7
Badge +11

Hi @gwhiz 

The basic premise of a find/create step in a Zap is to search for an existing record based on specific data point and provided value (generally from a previous step), and the logic is this:

If Found = TRUE, then the Zap will return data points about the existing record.

If Found = FALSE, then the Zap step is also configured to create a new record.

Userlevel 3
Badge +3

Hey @gwhiz!

Thanks for writing in! More on setting up your action here: https://zapier.com/help/create/basics/set-up-your-zap-action

The search property is the field you want to “find” the contact in HubSpot by - email is very commonly used.

By mapping the email as you have in your screenshot, from the Ticket Tailor trigger data, each time the Zap runs, the email value to search HubSpot by will be provided by the Ticket Tailor trigger. 

Mapping fields results in dynamic values - the value sent changes each time instead of being hardcoded with a single value. A video reviewing mapping here.

Hope that helps! 

 

Userlevel 1

Hi Troy and Marina,

 

Thank you for the information. So we see in the image that we are Required to provide a First Search Property Value. So if we set the First Property Name as Email, what do we put in the Value? We cannot put a specific email address as the value, correct ?

Userlevel 1

Hi @gwhiz 

The basic premise of a find/create step in a Zap is to search for an existing record based on specific data point and provided value (generally from a previous step), and the logic is this:

If Found = TRUE, then the Zap will return data points about the existing record.

If Found = FALSE, then the Zap step is also configured to create a new record.

Hi Troy, Thank you for this understanding . It is helpful. It seems I’m required to choose all three search properties (see image previously) and also specify values for them. However, I don’t need three search fields, email will suffice for us. Also, we want to be able to handle any email that is used to buy a Ticket. So what should we put into the Value field? We really don’t want to try and match any particular email address value. Many thanks!

Userlevel 7
Badge +11

@gwhiz 

Required fields are marked as “(required)” on the right side of the field in the Zap Editor.

NOTE: You can only use 1 field to match by if you want.

 

Mapping data points between steps as you’ve done will dynamically update the data points each time the Zap triggers.

 

 

Here’s a link to Zapier Basics if you’re looking to learn more about creating Zaps: https://zapier.com/help/create/basics

Userlevel 1

Hey @gwhiz!

Thanks for writing in! More on setting up your action here: https://zapier.com/help/create/basics/set-up-your-zap-action

The search property is the field you want to “find” the contact in HubSpot by - email is very commonly used.

By mapping the email as you have in your screenshot, from the Ticket Tailor trigger data, each time the Zap runs, the email value to search HubSpot by will be provided by the Ticket Tailor trigger. 

» So what is the logic of us providing an email address as the value ?”

Mapping fields results in dynamic values - the value sent changes each time instead of being hardcoded with a single value. A video reviewing mapping here.

Hope that helps! 

 

Hi Marina, Thank you for this it is very helpful . What is the logic or purpose of asking for a value for the email? So what should we put into the Value field? We really don’t want to try and match any particular email address value. Also, we don’t really need 2nd or 3rd field to match, but we cannot remove those, and their values are also Required, so we don’t understand what to put in the Value. Finally, we want the new or updated contact in Hubspot to get as many fields from Ticket Tailor as possible, not just the 3 we list. How do we specify that we want all the fields to get matched to corresponding Hubspot fields, not just the first three on this zap Set up Action dialogue?

Userlevel 1

@gwhiz

Required fields are marked as “(required)” on the right side of the field in the Zap Editor.

NOTE: You can only use 1 field to match by if you want.

There doesn’t seem to be a way to remove the 2nd and third Search Property Name items from the dialogue. Once we set an item into the field, we cannot get rid of it and there isn’t a “none” choice. On our dialogue, the third Search Property name says “Choose value...”

So, are we required to fill in the Search Property Value fields even if we have not filled in the corresponding Search Property Name?

 

Mapping data points between steps as you’ve done will dynamically update the data points each time the Zap triggers.

It makes sense to select the Email field from the Ticket Tailor record format, but to me it does not make sense to use the actual email address value here. We are not trying to match the value, only the fact that there is an email field, regardless of its value.

 

Here’s a link to Zapier Basics if you’re looking to learn more about creating Zaps: https://zapier.com/help/create/basics

 

Userlevel 7
Badge +11

@gwhiz 

 

There doesn’t seem to be a way to remove the 2nd and third Search Property Name items from the dialogue. Once we set an item into the field, we cannot get rid of it and there isn’t a “none” choice. On our dialogue, the third Search Property name says “Choose value...”

Try clicking on the mapped data point and hitting the delete/backspace button.

You can also try creating a brand new Zap with what you know now and starting with a blank template.

The “Choose value...” is merely placeholder text which can be ignored.

 

So, are we required to fill in the Search Property Value fields even if we have not filled in the corresponding Search Property Name?

You should fill out these fields in a pair.

For example - 1st: Name & Value

 

It makes sense to select the Email field from the Ticket Tailor record format, but to me it does not make sense to use the actual email address value here. We are not trying to match the value, only the fact that there is an email field, regardless of its value.

Youre HubSpot actions is to Find/Create a Contact.

If you don’t want to Find a Contact, then perhaps try just Create Contact.