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 this setting is enabled, it impacts how Formstack Sync is able to see information about the assigned Sales Rep to a given Lead, Prospect or Customer record - it only lets us see the reps Employee ID (i.e. 745). So this means if you want to sync ownership between NetSuite and HubSpot, you have to setup a very specific process to ensure you see the proper names of your reps instead of their names back in HubSpot. Follow steps below to implement this process for your mappings.

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 to HubSpot. Once you have this list you can export it via a CSV filed from the view.

Step 2: Create a custom field in HubSpot called "NS Sales Rep"

Go to the Properties settings area of HubSpot and create a new field called "NS Sales Rep". Depending on your NetSuite configuration for the Lead, you may want to have this created on the Contact as well as the Company in HubSpot. If your Leads are setup as Individuals in NetSuite then you'll want to have this field setup on the Contact as well as the Company. If your Leads are Company records in NetSuite then you can just create this field on the Company in HubSpot.

The field type must be a Drop Down and when you are filling out the options for this field, make sure that the Labels are the real rep names (i.e. John Smith) and then add the ID from NetSuite as the internal value.

Step 3: Setup Formstack Sync Mappings

Once you've finished creating the field in HubSpot, go to your Formstack Sync Mappings and first click on the Refresh Field Info button and wait for the green success message to pop up. Once you see it refresh, go into the Contact and/or Company mapping to setup this field. If your Leads are setup as Individuals in NetSuite, you'll want to first map the Sales Rep field on the Lead in the Contact Mapping and map to the Contact field you created in HubSpot for Sales Rep. Once you've done this, head to the Company Mapping and Map the Sales Rep field that sits on the Prospect and Customer to the Company property you created in HubSpot as well.

If your Leads are setup as Company records in NetSuite, then you just need to setup this mapping on the Company Mapping in Formstack Sync.

Here is what the mapping looks like when your Leads are setup as Individuals in NetSuite:

If you have your Leads setup as Companies then you just need to setup this mapping on the Company Mapping in Formstack Sync and it will look like this:

Step 4: Stay on top of your Sales Rep / Employee changes!

As with any field you map in Formstack Sync, you will want to stay on top of any operational changes that could impact this mapping and of course the biggest is when there is a change to your Sales Reps whether someone leaving or if someone is added to the team. You'll want to make sure that you update the Drop Down field in HubSpot by adding the new rep to the list to ensure that this mapping doesn't lead to conflicts in your integration.


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