Keeping Owners in Sync between Netsuite and HubSpot when Team Selling is Enabled

In NetSuite there is a feature that you can enable called Team Selling. This sits under the Setup table for Companies:



When enabled, this feature impacts Formstack Sync's ability to see information about the Sales Rep assigned to a given Lead, Prospect or Customer Record. Specifically, it only lets us see the Sales Rep's Employee ID. Due to this you must setup a very specific process to ensure Sync maintains Ownership assignments between NetSuite and HubSpot. Follow the steps below to implement this process if you're using the Team Selling feature.

Step 1: Gather all of your Sales Rep Employee IDs from NetSuite

Go to Lists > Employees and create a custom view making sure that you can filter by Role and also that the Internal ID is a column. The Internal ID is the ID that will be visible from the Sales Rep Field when syncing this information into HubSpot. Once you have this list you can export it via a CSV file from the view.



Step 2: Create a Custom Field in HubSpot called "NS Sales Rep"

Go to the Settings > Properties area of HubSpot and create a new Field called "NS Sales Rep".  If your NetSuite is configured to represents Leads as Contact then you'll want to add this Custom Field to both the Contact and Company Object in HubSpot. If your Leads are instead configured to represent Company Records in NetSuite, just add this Field to the Company Object.

When configuring this custom property, the Field type must be a Drop Down and when you are filling out the options for this Field, make sure the Labels match names of your Sales Reps exactly as they appear in each NetSuite and add the corresponding ID from NetSuite as the internal value.

Step 3: Setup Formstack Sync Mappings

Once you've finished creating the Field in HubSpot, go to the Mappings page in your Sync portal and select the "Refresh Field Info" button. After you see the green confirmation message confirming your Field information has been refreshed, go into the Contact and/or Company Mappings to setup this Field. If your Leads are setup as Individuals in NetSuite, you'll want to create a Field Mapping for the the Sales Rep Field in your Contact Mappings as seen below:




Next, head to your Company Mapping and Map the Sales Rep field that exists on the Customer, Prospect, and Lead (if applicable) to the Company property you created in HubSpot as well. 




Step 4: Keep Sales Rep Fields Updated

As with any Field included in your Sync integration, you will want to stay on top of any operational changes such as changes to your Sales Reps that could impact this Field Mapping. When any such changes occur, you'll want to make sure that you update the Drop Down field in HubSpot to reflect those changes and complete the "Refresh Field Information" step to ensure this mapping doesn't lead cause errors in your integration. If you encounter difficulties implementing this Field Mapping, please feel free to Submit a Support Ticket and a Sync support specialist will provide additional assistance.


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