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Hello! I'm new here so forgive me if this question has been answered. I have yet to find the answer. 

I have many places in which leads and contacts come in and show up as large paragraphs of text. My goal is to land them as leads and/or contacts in HubSpot. 

I was able to split up the text for any that come in in the same format every time and get the answers to corrospond to relevant HubSpot fields that would need to be input by hand. 

 

What I can’t figure out how to do is to recognize text and equate it to a predefined category in HubSpot. 

 

I am also still working through how to search for the “company name” to already be existing but I know that one is a bit more self explanatory. 

 

Example: 

Type of contact is a drop down that defines subniches in our industry that are also predefined in HubSpot. It appears in the “Create Deal” zap but as a drop down which would mean any leads that came through the zap would all fall under the subniche I select. 

 

The way they come in, there is a typed answer or even its own dropdown that supplies us with an input niche. 

 

How do I set it up to recognize the text and trigger it to select from the dropdown? And place it in the “other” category if it does not recognize one. 

 

I have heard I can accomplish this with tables equating wording inputs we could define on our forms to corrospond with id’s in HubSpot but I cannot figure out how. 

 

Thank you!

 

Thanks for letting me know! I believe what you’re looking for is a way to add a Formatter step in Zapier to create a lookup table. Here’s how to do it:

Zapier guide: https://help.zapier.com/hc/en-us/articles/8496305146765-Create-lookup-tables-in-Zaps#h_01JAFT3QF4K5E3RK3K50P1RTAS

Step 1: Add a Formatter Step

  1. In the Zap editor, go to the Action step.
  2. In the search box, type and select Formatter. This opens the Setup tab.
  3. In the Action Event dropdown, select Utilities, then click Continue.

Step 2: Set Up the Lookup Table

  1. In the Transform dropdown menu, select Lookup Table.
  2. In the Lookup Key field, select a field from the trigger or a previous action step. This key will be used to find the correct row in the lookup table.
  3. In the Lookup Table fields:
    • Key: In the left column, enter the text for each key, matching the data the Zap might receive from the trigger (case-sensitive).
    • Value: In the right column, enter the corresponding value that the Zap will pass to other steps when it finds a matching key.
  4. Click + Add value set to add more key-value pairs.
  5. (Optional) In the Fallback Value field, enter a default value to use if no matching key is found.

And you can use Zap paths to handle different conditions. For example, if a value doesn’t match a specific criterion, you can set it to run a different action. This could be useful for updating a field to another value, depending on the scenario.

Guide:

https://zapier.com/blog/zapier-paths-conditional-workflows/

Hi @jesi 

If you need more help, post screenshots showing how your Zap steps are outlined and configured in EDIT mode with the field mappings and more details about which Zap step you need help configuring and how.

Hi @jesi,
 
We just wanted to see how everything is going with your Zap. Feel free to reach out if you need further assistance with your Zap. We're glad to address any concerns and assist you.
 
We're looking forward to your response.

Basically I cant figure out the tables to be honest. I’ve attached some example screenshots. 

An example I don't have would be how “type of company” comes in. It would come in just written out in the form, in Zapier it would be an output from a previous step as text. Unless there's a better way. 

 

This is what i need to equate the wording too, there are a few categories that it shows up this way. 

 

 

 

 

 

Hi ​@jesi, hope you're doing well!

 

To confirm, the issue you're running into is trying to map data from previous steps, but you're running into a field that provides a drop-down, is that right?

 

When that's the case, using the example of the “Sales properties: Type of Company” field from your screenshot, you’ll want to click the three dots on the right side of the field, and then select “Custom”, to be able to map data from previous steps:

 

 

I hope this moves you forward in building this workflow 😊

Hi ​@jesi, hope you're doing well!

 

To confirm, the issue you're running into is trying to map data from previous steps, but you're running into a field that provides a drop-down, is that right?

 

When that's the case, using the example of the “Sales properties: Type of Company” field from your screenshot, you’ll want to click the three dots on the right side of the field, and then select “Custom”, to be able to map data from previous steps:

 

 

I hope this moves you forward in building this workflow 😊

 

 

I would like it rather to select one from the dropdown based on the words that have been input, if i do custom and a word matches one of the drop down items will it select it in HubSpot? 

Hey ​@jesi 👋

It looks like the IDs for the options you’re looking to select match the name of the options. So there isn’t ID number that they’d need converting to through the use of a lookup table in this case:

d8e58c1ba332ded52f427137b69bad4b.png

 

If the dropdown values in the form match the corresponding IDs of the options you want to dynamically select, then you’d use that 'Custom’ value option to pull the correct field (containing the name/ID) directly from the Zap’s trigger step—assuming that’s the form app, right? That way the relevant option will be automatically selected based on whatever value is present in the field that was selected from the trigger. 

However, for cases where the form values don’t exactly match the IDs in the HubSpot dropdown options (like the Type of Company field in the example), you’ll need to set up a lookup table. This would convert the values from the form into the correct HubSpot IDs for the desired options.

Hope that helps to clarify things. Happy to help if you’re still stuck or have any further questions—just let us know! 🙂 

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