ConnectWise, like many CRM systems, requires a relationship between a Contact and a Company. This often can be tricky when mapping data from a marketing automation system like HubSpot where the individual contacts that are generated from the website have no technical relationship to a company record. So how do we handle this situation where an individual contact could be syncing to a system like ConnectWise that requires these individual contacts to be associated to a Company? Follow the steps below to map the fields required to accommodate this process.
NOTE: This is setup in the Contact Mapping
Company Name Look Up
The very first step that must take place when a new contact is syncing is a look up process that attempts to find an existing Company within ConnectWise by using a value for Company Name coming over from the originating system.
Here's a screen shot of what this mapping will look like:
Formstack Sync uses a fuzzy matching process by ignoring upper case, lower case, punctuation, etc. but it is not a perfect system and it is possible that we will be unable to find a match for an existing company (i.e. GE vs General Electric). So be sure to keep this in mind when training your sales and account management teams that live in ConnectWise to be on the look out for duplicate companies in this process.
Company Status and Type
If during the Company Name look up it is determined that no company currently exists, a new one must be created before the contact can be created. These two fields for Status and Type are very important and the most common way customers will address these fields is to set default values within the Formstack Sync mapping. This works since most customers know that when they are syncing a new contact & company that the records should be automatically set to a specific Type (i.e. Prospect) and Status (i.e. Active).
Both of these fields are drop-down type fields where you can either use the labels or the internal IDs in the default value cell within the mapping. Make sure to apply the default on the row for ConnectWise. We recommend using the internal ID value as this will never change whereas someone may decide to adjust the label for a given option and that could lead to your Formstack Sync integration breaking.
Address Line 1
The last required field for creating new Company records in CW is the Address Line 1 field. This is a bit simpler then Status and Type as it is just a single-line text field so you can apply a default value of 'unknown' and that will do the trick. We do recommend mapping it with an address field from your other system and that way if you do have a legitimate value for this portion of the address it will come over with the new record.