HubSpot

Last updated on Nov 15, 2023

For creating Pipelines using this Source, Hevo provides you a fully managed BigQuery data warehouse as a possible Destination. This option remains available till the time you set up your first BigQuery Destination irrespective of any other Destinations that you may have. With the managed warehouse, you are only charged the cost that Hevo incurs for your project in Google BigQuery. The invoice is generated at the end of each month and payment is recovered as per the payment instrument you have set up. You can now create your Pipeline and directly start analyzing your Source data. Read Hevo Managed Google BigQuery.

Setup

Data Sync

Prerequisites

An active HubSpot account from which data is to be ingested exists.
The following permissions in HubSpot to configure a HubSpot account in Hevo:
- Administrator: To replicate CRM and Marketing objects.
- Super Admin: To replicate Email Events.
- Sales Administrator: To replicate Sales objects.
Read more about HubSpot user permissions at HubSpot Knowledge Base.
You are assigned the Team Administrator, Team Collaborator, or Pipeline Administrator role in Hevo to create the Pipeline.

Configuring HubSpot as a Source

Perform the following steps to configure HubSpot as the Source in your Pipeline:

Click PIPELINES in the Navigation Bar.
Click + CREATE in the Pipelines List View.
In the Select Source Type page, select HubSpot.
In the Configure your HubSpot Account page, do one of the following:
- Select a previously configured account and click CONTINUE.
- Click + ADD HUBSPOT ACCOUNT and perform the following steps to configure an account:
  1. Log in to your HubSpot account.
  2. In the HubSpot Accounts page, select the HubSpot account whose data you would like to synchronize.
  3. Authorize Hevo Data Inc to access your HubSpot data.
In the Configure your HubSpot Source page, specify the following:
- Pipeline Name: A unique name for the Pipeline, not exceeding 255 characters.
- Authorized Account (Non-editable): This field is pre-filled with the email address that you selected earlier when connecting to your HubSpot account.
- HubSpot API Version: The API version that you want to use to ingest data from the Source. Default value: API v3.
- Historical Sync Duration: The duration for which you want to ingest the existing data from the Source. Default duration: 3 Months.
  
  Note: If you select All Available Data, Hevo ingests all the data available in your HubSpot account since January 01, 1970.
Click CONTINUE.
Proceed to configuring the data ingestion and setting up the Destination.

Data Replication

Default Pipeline Frequency	Minimum Pipeline Frequency	Maximum Pipeline Frequency	Custom Frequency Range (Hrs)
1 Hr	30 Mins	24 Hrs	1-24

Note: The custom frequency must be set in hours, as an integer value. For example, 1, 2, 3 but not 1.5 or 1.75.

Historical Data: The first run of the Pipeline ingests historical data for the selected objects on the basis of the historical sync duration specified at the time of creating the Pipeline and loads it to the Destination. Default duration: 3 Months
Incremental Data: Once the historical load is complete, new and updated records for all objects except Owners and Email Campaigns are synchronized with your Destination as per the ingestion frequency.

Archived Objects

Hevo synchronizes the archived records for all the standard objects in Hubspot. For any archived record fetched from your Hubspot data, the is_archived flag is set to TRUE in the Destination.

The ingestion of archived Events is not coupled with the scheduled Pipeline runs due to the Source consideration around the handling of deletes. To reduce the number of Events being ingested during each Pipeline run, the ingestion frequency for deleted Events is set to 24 Hours. You can change this by reaching out to Hevo Support.

Merged Objects

In HubSpot, whenever two or more objects are merged, a third object with the merged properties is created. The merged objects do not get picked up during ingestion. When Hevo loads this third object to the Destination, it also adds the following fields to the older objects to identify them as merged:

Fields	Data type	Description
`__hevo_merged`	boolean	Contains the merged status of an object. It is set to TRUE only if the object is merged with another.
`__hevo_merged_into`	long	Contains the ID of the new object which it has been merged into.

Using these fields, you can identify the stale data, if any, in the Destination.

Schema and Primary Keys

Hevo uses the following schema to upload the records in the Destination:

Note: Effective Release 2.16, in Pipelines created with JDBC-based Destinations, Hevo creates the Destination schema based on the data retrieved from HubSpot. As a result, only fields that contain data are created in Destination tables, and the column limit is not exceeded.

Data Model

Hevo supports two API versions for ingesting data from HubSpot, v3 API and legacy API (v1 and v2). Depending on the API version you select, Hevo creates the following tables (objects) in the Destination when you run the Pipeline:

Note:

Owners and Email Campaigns are Full Load objects, and the entire data is fetched in each run of the Pipeline. This may lead to higher Events quota consumption.
For Pipelines created from Release 1.98 onwards: Hevo supports the data ingestion of custom objects and their associations. However, to ingest the data for associations, you need to contact Hevo Support.
Effective Aug 31, 2023, HubSpot will stop supporting the Calendar Events object. As a result, Hevo will stop replicating data for the same.

HubSpot Legacy API

Object	Description
Calendar Events	Contains details of the events, such as meetings and appointments, in your HubSpot account.
Contacts	Contains details about an individual person.
Contact Deal Association	Contains details about the mapping between a contact and all deals associated with it.
Contact List	Contains the lists of all the contacts in your HubSpot account, grouped by membership.
Companies	Contains details about an individual business or organization.
Custom Objects	Contains details about custom objects created in the HubSpot portal for specific business requirements. These are tied to the HubSpot account.
Deals	Contains details about an ongoing transaction associated with a contact or company. The progress of these deals is tracked till their conclusion.
Deal Company Association	Contains details about the mapping between a company and all the deals associated with it.
Deal Stage Pipeline	Contains details about the current progress of a deal.
Deal Line Item Association	Contains details about the mapping between a deal and all the product line items associated with it.
Email Events	Contains details about the Events generated by marketing emails or email campaigns sent through a HubSpot account.
Email Campaigns	Contains details such as the subject line of an email message, HubSpot application name, event type, activity status, and time of the last update for an email campaign.
Engagements	Contains details generated from CRM actions, such as notes, tasks, emails, meetings, and calls. At a minimum, engagements should be associated with at least one CRM record.
Engagement Contact Association	Contains details about the mapping between a contact and all the engagements associated with it.
Engagement Company Association	Contains details about the mapping between a company and all engagements associated with it.
Engagement Deal Association	Contains details about the mapping between a deal and all engagements associated with it.
Form Submissions	Contains details about the fields in the submissions, the time of the form submission, and the page URL that the form was submitted on.
Owners	Contains details about the mapping between users and contacts, companies, deals, tickets, or engagements.
Products	Contains details of the goods or services for sale that are configured in your HubSpot account.
Line Items	Contains details about the line item-level data associated with each product.
Tickets	Contains details about the customer requests raised for help or support.
Ticket Stage Pipeline	Contains details about the current stage of a ticket.

HubSpot v3 API

As part of the latest API version in HubSpot, Hevo ingests the following tables (objects) in the Destination using HubSpot v3 API.

Note: If v3 API is selected while configuring your Source, Hevo ingests all the objects supported by both legacy and v3 API. The v3 objects are identified by the suffix _v3.

Object	Description
Engagement Call	Contains details of all the calls made to the contacts in your HubSpot account.
Engagement Email	Contains details of all the email interactions between a user and a contact in your HubSpot account.
Engagement Meeting	Contains details of all the meetings that have been scheduled and managed in your HubSpot account. It includes meeting dates, participants, locations, agendas, and any additional relevant data related to the meetings.
Engagement Note	Contains details of the information captured for the interaction or communication with a contact.
Engagement Task	Contains details of the tasks assigned to a user in your Hubspot account. These tasks may include calls, emails, descriptions and relevant details.
Engagement Postal Mail	Contains details of the mail communications that a user has created and sent through HubSpot. It allows users to manage offline communications with contacts and track their interactions.
Engagement Communications	Contains details of the interactions between a user and a contact via third-party channels, such as WhatsApp and LinkedIn.

Additional Information

Read the detailed Hevo documentation for the following related topics:

Source Considerations

HubSpot does not allow fetching deleted records based on a timestamp. While this can lead to a higher number of ingested Events, Hevo deduplicates such Events upon ingestion. Only the Events that were deleted after the last run of the Pipeline (based on the archived_at timestamp) count as new Events and are treated as billable.
Due to an open issue with Hubspot relating to the Contacts object, the exact time at which a contact was deleted or archived cannot be determined. For the archived_at timestamp, the HubSpot API returns the last updated_at timestamp instead of the actual deletion/archival time. Due to this, the last tracked deletion of Contacts data cannot be definitively identified, and Hevo must ingest all the deleted contacts and de-duplicate them while loading to the Destination. Therefore, it is always a full load of archived Contacts data, and these Events are included in your billable Events count.

Read Announcing a new definition for the archivedAt endpoint response value.

Limitations

Hevo supports only the CRM API v3 to fetch HubSpot data. If any object or record does not support v3 endpoint such as Form, Hevo uses the legacy API to fetch or synchronize data with the Destination.

Note: Refer the HubSpot API Docs to identify the API associated with the objects you want to ingest.
HubSpot CRM API returns the updates for up to 10,000 records for the same modified timestamp. If other records are updated at that particular point of time, they are not reflected or synchronized with the Destination.

Revision History

Refer to the following table for the list of key updates made to this page:

Date	Release	Description of Change
Sep-04-2023	NA	Updated the note in the Schema and Primary Keys section to state that the Destination schema for Pipelines with JDBC Destinations is derived from the Source data.
Jul-25-2023	2.15	Updated sections: - Configuring HubSpot as a Source to add information about HubSpot API version option. - Data Model with the latest list of objects and their respective descriptions.
Jul-20-2023	NA	Updated section, Data Model to add information about HubSpot deprecating an object.
Apr-25-2023	2.12	Updated section, Data Model to add a note regarding the ingestion of custom object associations.
Apr-04-2023	NA	Updated section, Configuring HubSpot as a Source to update the information about historical sync duration.
Jan-10-2023	2.05	Updated section, Data Model to include information about the new object supported by Hevo.
Nov-07-2022	NA	Updated section, Data Model for more clarity and detail.
Sep-21-2022	1.98	Updated sections, Data Model and Source Considerations to include information about custom objects.
Sep-05-2022	NA	- Updated section, Data Replication to restructure the content for better understanding and coherence. - Updated section, Configuring HubSpot as a Source to reflect the latest UI changes.
Apr-25-2022	1.87	Updated section, Limitations about Hevo using the CRM API v3 to fetch HubSpot data.
Nov-22-2021	1.76	In the Data Model section: - Added the `Owner` object. - Changed the description for the `Email Campaigns` object. - Added a note to indicate that `Email Campaign` and `Owner` are Full Load objects.
Oct-25-2021	1.74	- Updated the page overview. - Added the section, Source Considerations. - Added information about handling of deleted records and the available Pipeline frequencies in the Data Replication section.
Aug-09-2021	1.69	Added a note in the Data Replication section about archived objects ingested from the Source.
Jul-12-2021	1.67	Updated the Data Model section with additional objects that Hevo now supports.