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Setting up Bulk Sync with Integration Builder

This is the third blog in continuation of my colleague Vincent Belfour’s earlier two blogs.  Previously Vincent Belfour talked about setting up a trigger-based HubSpot/Salesforce integration.

In this blog, I will talk about the third way to set up Bulk Sync with Integration Builder to sync data between HubSpot and Salesforce. This flow will periodically query HubSpot CRM for Contacts and upload returned contacts to Salesforce. We will be able to demonstrate the following capabilities of Integration Builder:

  1. Bulk Job Creation
  2. Bulk Download/Upload
  3. Stream file

Prerequisites

Overview of Steps

  1. Create instances of HubSpot CRM and Salesforce Sales Cloud connectors.
  2. Build a data mapping to create a normalized representation of a Customer.
  3. Configure your connector instances to use the mapping.
  4. Build 2 flow templates. One to query HubSpot and initiate Bulk Job, the second to download the bulk file, and upload to Salesforce.
  5. Create a Flow instance, which schedules the first flow template as per the cron time settings.
  6. Monitor flow in Bulk Job logs.

Create Step 1 flow

Build the flow

 

Create variables as per the below table.

NameDescriptionTypeRequired
CRM SourceSource CRM instance to take updates from and push into Act-OnConnector Instance

 

Yes
SecondFormulaInstanceIdThe ID of the second formula instanceStringYes
cronScheduler time formatStringYes
objectWhich object to pull from the CRM (contacts, accounts, CustomContact, etc.)StringYes

 

One thing to note here is that we are defining the query. This is used to determine what object data and on which condition it will be retrieved.

For this example, we are setting a query to bring an entire data set from the config.object. When we will create an instance, we will set the object value to the mapping resource named “myContacts” created in an earlier post. You can change your query as you like; query accepts SQL like format.

We are done creating Bulk Step 1.

Create Step 2 flow

Build the flow

Create variables as per the below table.

NameDescriptionTypeRequired
CRM SourceSource CRM instanceConnector Instance

 

Yes
targetAct-On Target InstanceConnector Instance

 

Yes
objectWhich object to pull from the CRM (contacts, accounts, CustomContact, etc.)StringYes

We are done creating flows. Next up, we will create an instance of flow and test our flows.

Create an Instance of the Flow Bulk Sync Step 2

Create an Instance of the Flow Bulk Sync Step 1

Test the flow

Instances are created and Step 1 is running at the time scheduled by you. If you followed my example, then your instance is scheduled to run every 15 minutes. Once the Formula Step 1 is running, it invokes step 2 by using a call back URL. So, we can wait for 15 minutes for the formula to run or you can reduce your cron time to a minute so that you can run it faster.

To check whether the instance was executed and what happened to a bulk job there are few things you can do.

Another way is to look into bulk job logs. This will give you a more detailed view of bulk job status, how many records were processed, how many in success/failure etc.

You can see the status of a job and which query was executed. You can even see what data file was created, how many records there are, etc. Similarly, you can check and upload a job to see the status of the destination side.

Congratulations! You successfully set up bulk sync between HubSpot and Salesforce CRM.

We demonstrated how quickly and easily I was able to set up a sync between two CRM systems. I didn’t have to write a lot of code or implement transformations. The platform was able to take care of everything for us. And the concept of bulk is not limited to the out-of-the-box connector, we can implement this to any Connector, even the ones we create on our own using swagger/wsdl files.

I hope this blog gets you started on solving some use cases. Please don’t hesitate to comment or reach out in case you have any questions.

Learn more about the graceful troubleshooting of Integration Builder during development.

Happy Learning! 

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