Using HubSpot actions in action flows

Before you can include external actions in your action flows, you must connect the action builder to the external system.

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Summary: ◀▼

You can connect action flows to HubSpot to automate CRM tasks like creating, updating, and looking up contacts, companies, deals, tickets, and users. Use a dedicated service account for secure OAuth 2.0 authentication. This integration helps manage customer data and sales processes within your workflows, improving collaboration and data consistency across platforms.

By connecting the action builder to external systems, such as HubSpot, admins can integrate Zendesk with external systems in automated workflows, improving collaboration and maintaining a seamless experience across multiple platforms.

Note: The steps associated with external systems in action flows are referred to collectively as external actions.

This article contains the following topics:

• Connecting HubSpot to action builder
• Using HubSpot actions in action flows

Connecting HubSpot to action builder

Before you can include external actions in your action flows, you must connect the action builder to the external system.

When connecting to external systems for use in action flows, the following best practices are recommended:

• All external actions performed by an action flow are attributed to the user who connected the external system. Therefore, it's a best practice to use a dedicated service account rather than personal credentials when connecting to each external system.
• All integrations request access to necessary scopes. However, it's important that you review and validate the scopes before authorizing the connection to the external system.
• When managing credentials for API key-based tools, such as OpenAI, it's best to store keys in a secure vault or credential manager.

To connect action builder to HubSpot

1. In Admin Center, click Apps and integrations in the sidebar, then select Actions > Action flows.
2. Create or edit an action flow.
3. Open the step sidebar.
4. Under External actions, click HubSpot.
5. Click Connect.
6. Follow HubSpot's prompts to authenticate and complete the connection.

   The HubSpot connection uses OAuth 2.0 for secure authentication. You'll be redirected to HubSpot to authorize access to your account. The connector automatically handles token refresh when needed.

   Note: All external actions performed by an action flow are attributed to the user who connected the external system. Therefore, it is a best practice to use a dedicated service account rather than personal credentials when connecting to each external system.

After you've connected to the system, you'll see an indicator that it's connected and details about the instance you're connected to, as well as the actions available for HubSpot.

Using HubSpot actions in action flows

The following HubSpot actions are available:

• Create contact
• Update contact
• Lookup contact
• Create company
• Update company
• Lookup company
• Create deal
• Update deal
• Lookup deal
• Create ticket
• Update ticket
• Lookup ticket
• Lookup user

Creating a contact

Use the Create contact action to create a new CRM contact using common standard fields.

This action has the following inputs and outputs:

	Variables
Inputs	Required: Email Optional: First name, Last name, Phone, Mobile phone, Company name, Website, Job title, Lifecycle stage, Lead status HubSpot custom properties defined in your account will appear as additional optional fields. Lifecycle stage includes options such as Lead, Customer, etc. Lead status reflects the status of the lead in the sales process.
Output	Contact details including ID, properties (email, firstname, lastname, phone, mobilephone, company, website, jobtitle, lifecyclestage, hs_lead_status, hubspot_owner_id, and custom properties), createdAt, updatedAt, and archived status.

Updating a contact

Use the Update contact action to update an existing contact's fields.

This action has the following inputs and outputs:

	Variables
Inputs	Required: Contact ID Optional: Email, First name, Last name, Phone, Mobile phone, Company name, Website, Job title, Lifecycle stage, Lead status Only the Contact ID is required. Provide only the fields you want to update. HubSpot custom properties defined in your account will appear as additional optional fields.
Output	Contact details including ID, updatedAt timestamp, and archived status.

Looking up a contact

Use the Lookup contact action to find a contact by ID or email address.

This action has the following inputs and outputs:

	Variables
Inputs	Optional: Contact ID, Email Provide either Contact ID or Email to look up a contact. If both are provided, Contact ID takes precedence.
Output	Contact details including ID, properties (standard and custom fields), createdAt, updatedAt, and archived status.

Creating a company

Use the Create company action to create a company record.

This action has the following inputs and outputs:

	Variables
Inputs	Required: Company name Optional: Company domain name, Phone, Website, Industry, City, State/region, Country, Owner ID Owner ID should be the HubSpot user ID of the company owner. HubSpot custom properties defined in your account will appear as additional optional fields.
Output	Company details including ID, properties (name, domain, phone, website, industry, city, state, country, hubspot_owner_id, and custom properties), createdAt, updatedAt, and archived status.

Updating a company

Use the Update company action to update company fields.

This action has the following inputs and outputs:

	Variables
Inputs	Required: Company ID Optional: Company name, Domain, Phone, Website, Industry, City, State/region, Country, Owner ID Only the Company ID is required. Provide only the fields you want to update. HubSpot custom properties defined in your account will appear as additional optional fields.
Output	Company details including ID, updatedAt timestamp, and archived status.

Looking up a company

Use the Lookup company action to find a company by ID or name.

This action has the following inputs and outputs:

	Variables
Inputs	Optional: Company ID, Company Name Provide either Company ID or Company name to look up a company. If both are provided, Company ID takes precedence.
Output	Company details including ID, properties (standard and custom fields), createdAt, updatedAt, and archived status.

Creating a deal

Use the Create deal action to create a deal.

This action has the following inputs and outputs:

	Variables
Inputs	Required: Deal name, Deal stage Optional: Amount, Close date, Owner ID, Company ID, Contact ID, Deal type, Description Close date should be in YYYY-MM-DD format or Unix timestamp in milliseconds. Owner ID should be the HubSpot user ID of the deal owner. Company ID and Contact ID can be used to associate the deal with a company and contact. HubSpot custom properties defined in your account will appear as additional optional fields.
Output	Deal details including ID, properties (dealname, pipeline, dealstage, amount, closedate, hubspot_owner_id, dealtype, description, and custom properties), createdAt, updatedAt, and archived status.

Updating a deal

Use the Update deal action to update a deal.

This action has the following inputs and outputs:

	Variables
Inputs	Required: Deal ID Optional: Deal name, Pipeline, Deal stage, Amount, Close date, Owner ID, Company ID, Contact ID, Deal type, Description Only the Deal ID is required. Provide only the fields you want to update. Close date should be in YYYY-MM-DD format or Unix timestamp in milliseconds. HubSpot custom properties defined in your account will appear as additional optional fields.
Output	Deal details including ID, updatedAt timestamp, and archived status.

Looking up a deal

Use the Lookup deal action to find a deal by ID or name.

This action has the following inputs and outputs:

	Variables
Inputs	Optional: Deal ID or Deal name Provide either Deal ID or Deal name to look up a deal. If both are provided, Deal ID takes precedence.
Output	Deal details including ID, properties (standard and custom fields), createdAt, updatedAt, and archived status.

Creating a ticket

Use the Create ticket action to create a ticket.

This action has the following inputs and outputs:

	Variables
Inputs	Required: Ticket name, Ticket stage Optional: Description, Ticket pipeline, Priority, Source, Owner ID Ticket stage represents the stage of the ticket within the pipeline. Priority levels include options such as High, Medium, and Low. Source indicates the channel or origin of the ticket. Owner ID should be the HubSpot user ID of the ticket owner. HubSpot custom properties defined in your account will appear as additional optional fields.
Output	Ticket details including ID, properties (subject, content, hs_pipeline, hs_pipeline_stage, hs_ticket_priority, source_type, hubspot_owner_id, and custom properties), createdAt, updatedAt, and archived status.

Updating a ticket

Use the Update ticket action to update a ticket.

This action has the following inputs and outputs:

	Variables
Inputs	Required: Ticket ID Optional: Ticket name, Description, Ticket pipeline, Ticket stage, Priority, Owner ID Only the Ticket ID is required. Provide only the fields you want to update. HubSpot custom properties defined in your account will appear as additional optional fields.
Output	Ticket details including ID, updatedAt timestamp, and archived status.

Looking up a ticket

Use the Lookup ticket action to find a ticket by ID or name.

This action has the following inputs and outputs:

	Variables
Inputs	Optional: Ticket ID, Ticket name, Content Provide either Ticket ID or Ticket name to look up a ticket. If both are provided, Ticket ID takes precedence.
Output	Ticket details including ID, properties (standard and custom fields), createdAt, updatedAt, and archived status

Looking up a user

Use the Lookup user action to find a user by ID or email address.

This action has the following inputs and outputs:

	Variables
Inputs	Optional: User ID, Email Provide either User ID or Email to look up a user. If both are provided, User ID takes precedence.
Output	User details including ID, email, firstName, and lastName.