HubSpot subscription installation guide

This guide outlines the steps required to install and configure the DealHub Subscriptions module for HubSpot CRM. The Subscriptions module serves as a centralized repository for customer subscriptions, providing visibility into active and expired contracts.

By integrating this module, sales teams can manage subscription lifecycles, including automated activation and expiration handling, and generate renewal quotes directly from the CRM.

Before installation, DealHub requires permission to create and manage custom objects within your HubSpot environment.

Prerequisites

To deploy the Subscriptions module successfully, the following conditions must be met:

• HubSpot Edition: The customer must have at least one HubSpot Enterprise subscription.

• Custom Object Capacity: The account must support the creation of additional custom objects. This requires either having fewer than 10 existing custom objects or having permissions enabled for more than 10.

Step 1: Grant Custom Object Permissions

1. Navigate to the installation link corresponding to your data region:

   • EU: https://service-eu1.dealhub.io/hubspot/installLink

   • US: https://service-us1.dealhub.io/hubspot/installLink
     

2. Select the relevant HubSpot account and click Choose Account.
   

   

3. Click Connect App to accept the permissions request.

   

4. You will be redirected to a confirmation page indicating the integration was successfully established.

Step 2: Install the Subscription Module

1. Log in to your DealHub instance.

2. Navigate to System Settings.

3. Click on Subscriptions Setup.

   

4. A notification will indicate that the installation is in progress.

5. Once finished, a confirmation message will appear: "Subscriptions Module is already installed in HubSpot CRM."

   

Step 3: Configure the External Query

To connect subscription data with HubSpot’s custom object, you must define an external query.

1. Navigate to Control Panel → Version Settings → Advanced Settings.

2. Select Manage External Query.

3. Click Create New Query.

4. Configure the query using the following parameters:

   • HubSpot Entity Name: dealhub_subscription

   • Main Query: Paste the JSON code below.

{
 "properties": [
   "dh_subscription_product_name",
   "dh_subscription_status",
   "dh_subscription_factors",
   "dh_subscription_line_list_price",
   "dh_subscription_line_discount",
   "dh_subscription_line_net_price",
   "dh_subscription_start_date",
   "dh_subscription_end_date"
 ],
 "filterGroups": [
   {
     "filters": [
       {
         "propertyName": "dh_subscription_account",
         "operator": "EQ",
         "value": "EXTERNAL_FIELD(COMPANY.hs_object_id)"
       },
       {
         "propertyName": "dh_subscription_status",
         "operator": "EQ",
         "value": "expired"
       }
     ]
   },
   {
     "filters": [
       {
         "propertyName": "dh_subscription_account",
         "operator": "EQ",
         "value": "EXTERNAL_FIELD(COMPANY.hs_object_id)"
       },
       {
         "propertyName": "dh_subscription_status",
         "operator": "EQ",
         "value": "active"
       }
     ]
   }
 ]
}

Step 4: Add Filter Field in HubSpot Settings

To map the external query correctly, the filter field must be configured in DealHub.

1. Navigate to Control Panel → Version Settings → Advanced Settings.

2. Select HubSpot Settings.

3. Scroll to the bottom of the page and click Add Field.

4. Enter the value: COMPANY.hs_object_id
   

   

5. Click Save.

Step 5: Configure Activation Workflow

This HubSpot workflow automatically updates the subscription status from "Pending" to "Active" when the activation date is reached.

1. In HubSpot, navigate to Automation > Workflows.
   

   

2. Click Create Workflow > From Scratch.
   

   

3. Select Trigger manually.
   

   

4. In the search panel that opens, search for Subscription (DealHub).
   

   

5. Set Up Trigger:

   • Click the When filter criteria is met button.
     

     

   • Filter Category: Subscription (DealHub)
     

     

   • Trigger: Activation Time → is known.
     

     

6. Add Delay:

   • Click the Plus (+) sign to add an action.
     

     

   • Select the Delay option.
     

     

   • Action: Delay until a date property.
     

     

   • Property: Activation Time.

   • Time: 12:00 AM.

7. Add Conditional Branch:

   • After the delay, click the + icon to add an action.
     

     

   • Select AND/ OR logic.
     

     

   • Branch Name: Pending.

   • Condition: Property Status → is any of Pending.
     

     

8. Add Action:

   • Under the If Pending branch, add action Edit Record.
     

     

     

   • Set "property to edit" to Status.

   • Set "Choose a value" to Active.
     

     

9. Save and activate the workflow.

   

Step 6: Configure Expiration Workflow

This workflow updates the subscription status to "Expired" when the expiration date is reached.

1. In HubSpot, navigate to Automation > Workflows.

2. Click Create Workflow > From Scratch.

3. Set Up Trigger:

   • Filter Type: Subscription (DealHub).

   • Property: Expiration Time → is known.

4. Add Delay:

   • Action: Delay until a date.

   • Property: Expiration Time.

   • Delay Timing: On Date.

   • Select Yes, Add a branch.

5. Add Logic Branch:

   • Under the "On/After assigned date" path, add an If/Then Branch.

   • Branch Name: If Active.

   • Condition: Property Status → is any of Active.

6. Add Action:

   • Under the If Active branch, add action Set property value.

   • Property: Status.

   • Value: Expired.

7. Save and activate the workflow.
   

   

Step 7: Sync Activation and Expiration Times

To ensure the workflows function correctly, you must populate the activation and expiration date fields. This can be achieved in two ways:

• Proposal Attributes: Map the dates directly from DealHub proposal attributes.

• HubSpot Sync: Sync only the "Start Date" and "End Date" to HubSpot, and use a separate HubSpot workflow to populate the Activation and Expiration time fields based on those values.