Introduction
If you'd prefer to send a gift without Sendoso sending an Address Confirmation email to your recipients, consider using a HubSpot form and Sendoso's HubSpot integration to automate this process. In this article we'll go through how to create a Sendoso automation based on HubSpot form submissions.
We'll go through all of the steps in this process, but if you'd prefer to view a tutorial, click here.
Note: Complete the Sendoso integration with HubSpot first via the steps here:
Sendoso and HubSpot Integration Set-up Guide
Create/Edit HubSpot Form
First, you'll need to ensure that your HubSpot form collects all of the necessary information to send a physical gift to whoever submits the form.
Head over to your HubSpot instance and click Forms under the Marketing menu.
Either create a new form, or edit an existing one. To add the correct fields, click the plus sign and then select Properties. The contact properties below will need to be added as fields to your form so you can map them to the workflow later in the process.
- First name
- Last Name
- Street Address
- City
- State/region
- Country/region
- Company name (optional)
Once you've added all of the necessary contact fields, click Review and Update at the top.
Creating the Sendoso Automation
Now that the form is set up, we'll head over to Sendoso to create the automation. Click Automations under the Configure tab at the top.
Click + Create Automation in the top-right corner.
Select which campaign you'd like to automate and click Next. On the next page, select HubSpot as the integration and click Save & Continue at the top.
Now select Workflow as your Automation type and click Save & Continue. You can disregard the Offer Email Settings because the HubSpot form will collect the information needed and will replace Sendoso's email.
On the next page, skip over the Offer Email Template and fill out the Notecard Template using HubSpot contact fields.
Click Save & Continue and then Save & Activate.
Creating the HubSpot Workflow
Now it's time to create the workflow linking the form submission and the Sendoso automation. Head back over to HubSpot to create a new workflow from scratch.
The form submission will be the trigger. Search "form" and click on Form submission on the trigger page.
Search for your form name and click on it.
Click Next twice and then Save and Continue until you get to the Action page.
Search for Sendoso and select "Automations".
Under the Automation drop-down menu, choose the name of the campaign you just configured for this automation.
Next, map all of the contact fields you added to your form in the first step. For example, for the first name, choose "First Name (enrolled contact)".
You'll continue this mapping until all of the fields are filled out.
Click Save at the top. Click Review and turn on in the top-right corner.
Tutorial
Adding gift selection to the HubSpot form and workflow
If you'd like to enable your recipient to choose their gift from the HubSpot form, you'll need to do a few things to make the process as smooth as possible:
- Create separate Sendoso campaign automations for each gift option
- Add a new HubSpot drop-down property to your form
- Add "If/then" branches to your HubSpot workflow connecting each branch to a Sendoso campaign
Adding the drop-down property to your form:
First, go into to edit your form add a drop-down field.
You'll see an option to Create new property. Click that to start adding your gift options.
Add your options and click Create Property.
Add this field to your form and save your work.
Adding If/then branches to your HubSpot workflow
To add these options to your HubSpot workflow, click the plus sign just below your trigger enrollment to add a branch.
Select the One property or action output option.
And select the gift choice property you created and added to your form.
Select the Create a separate branch for each value in this property box. Click Next.
Make sure each branch is mapped to a different gift.
Now, you'll go through each branch and add the Sendoso Automation action and map the gift option to the correct Sendoso campaign.
Best Practices and Considerations
- Make your intention very clear: Messaging is very important to the recipient with this type of program, and some recipients may feel uncomfortable providing their personal address information. To ensure the most success and response for this program, make it clear to the recipient that you will not store their personal data after their gift has been delivered.
- Delete this data: Once the gift has been delivered, maybe delete this data in HubSpot. This creates trust with the recipient and ensures future sends don’t get sent to the wrong address.
- Keep it going: You can replicate this strategy for a number of send types - eGift, physical, multiple choice, etc. - just by using the webhook trigger.
FAQs
What fields are required on the HubSpot form?
All address information is required. International recipients that are missing address information will need to have additional steps in the custom form or flow to capture this. Simply requiring state/province information will be the best workaround. Also, if you're sending to international recipients, consider adding a field/property around tax ID.
I have a Sendoso campaign with multiple gift options already configured, can I use the campaign instead of separate campaigns to add a gift selection field in my form?
No, you'll need to create separate Sendoso campaigns with one gift each. Since Sendoso will not be sending an email to your recipients to collect their preference, you'll need separate campaigns to let us know which gift to send.
My workflow isn't working, what could be wrong?
Make sure your Sendoso campaign is active. Campaigns must be active to trigger successfully.
What does this error mean: Provider Account is Missing?
This sync error is known to occur when the campaign creator or the HubSpot synced user doesn't have manager access in HubSpot.
What does this error mean: Not created due to 429 Too Many Requests?
This error will be created when your recipients are missing the required address information.
Additional Resources
Updating to the New HubSpot App
Setting Up: How to Sync HubSpot
Automations: Working with HubSpot Workflows and Webhooks