How to Integrate Leads from the Urban Listing to Hubspot Using MailParser and Webhooks

Step-by-Step Guide to Automating Enquiry Management Between Urban Portal and Hubspot

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Managing project enquiries can be a juggling act, especially when handling multiple tools for different aspects of lead management. Urban Portal, Urban.com.au’s platform for managing project enquiries, provides a solution by integrating with Hubspot using MailParser and Hubspot Webhooks. Here’s a step-by-step guide to getting this set up.

Step 1: Setting Up Webhooks in Hubspot

First, we’ll create the webhook in Hubspot that will receive the enquiry data.

1. Navigate to Workflows: Head to your Hubspot dashboard and go to the Automations: Workflows section.
2. Create a Workflow from Scratch: Hit the "Create Workflow" button and select "From Scratch."
3. Choose a Record to Create: For this example, we’ll choose "Contact" as the record type, but you can tailor this to your specific needs.
4. Set Up the Enrollment Trigger: This is where you’ll define when the workflow is triggered. Select the "Contact Enrollment Trigger" stage, and under the Advanced Options, select to trigger when a webhook is received.
5. Create a Webhook Event: Name your webhook event something relevant (like “Urban Enquiry Webhook”) and copy the webhook URL. Keep this handy for the MailParser setup.

Step 2: Configuring MailParser

MailParser is a tool that helps extract specific data from emails, which we’ll use to process Urban Portal’s enquiry notifications.

1. Set Up an Inbox: Once in MailParser, navigate to the top right of the screen and click "Create New Inbox." This inbox will receive the project enquiry notifications from Urban Portal.
2. Copy the MailParser Inbox Address: Copy the email address for the inbox and keep it ready for the next step.

Step 3: Configuring Urban Portal

Now, we’ll connect Urban Portal to MailParser so that all project enquiry notifications are forwarded.

1. Navigate to CRM Integration: On the Urban Portal dashboard, find the "CRM Integration" option on the left sidebar.
2. Set Up the CRM Integration: Select “XML Email” as the format and choose Hubspot as the CRM provider. Paste the MailParser inbox address into the CRM email field.
3. Assign CRM Integration to a Project: Search for the Urban project or listing you want to track by name or ID, select the project, and then apply the CRM Integration configuration you just set up.
4. Send a Test Enquiry: On the Urban.com.au project page, send through a test lead. This will generate an enquiry notification that gets sent to the MailParser inbox.

Step 4: Parsing the Email in MailParser

Once MailParser has received the project enquiry email, we can begin extracting the data and sending it to Hubspot.

1. Configure Parsing Rules: Navigate to the Rules tab, and either manually configure parsing rules to extract data fields (like name, email, enquiry details) or use MailParser’s Automatic Setup Tool.
2. Set Up Webhook Integration: After parsing, head to the "Integrations" tab and click "Create New Integration."
3. Choose Webhook (Generic): Select "Webhook" as the integration type.
4. Set Up the Webhook:some text
   • Provide a descriptive name for the webhook, such as “Urban to Hubspot.”
   • Paste the webhook URL from Hubspot into the "Target URL" field.
   • Set the "Repeating Data Behaviour" to "One Request per email."
5. Save and Test: Test the integration by sending a test enquiry from Urban.com.au to ensure the data is being sent to Hubspot correctly

Step 5: Configuring Hubspot to Capture the Webhook Data

With MailParser sending enquiry data to Hubspot, we now need to ensure Hubspot captures and processes it correctly.

1. Review the Webhook Event: The data sent from MailParser should now appear in the webhook event you set up in Hubspot. Check that the data looks correct and matches what was sent from the test enquiry.
2. Map the Webhook Fields: The next task is to provide new names for the fields sent by MailParser (like "first_name" or "email") for use in mapping to relevant fields in Hubspot. For example, map the "email" field from MailParser to the "Email" field in Hubspot. We also need to provide the data type of the incoming data. 

3. Handle Duplicate Records: Hubspot will prompt us to choose how we search for duplicate records, by using Email or Record ID. For our example, we’ll rely on Email to identify duplicates.

4. Finalize the Workflow:some text
   • In the Enrollment Trigger step, add the condition "Has completed: [Name of the Webhook Event]."
   • Create a new record and map the data captured by the webhook to the appropriate Hubspot fields.

5. Test the Integration: After configuring everything, turn the workflow on. Then, send another test enquiry from Urban.com.au to ensure the full workflow is functioning properly.

Wrapping Up

That’s it! By following these steps, you’ve successfully integrated Urban Portal with Hubspot using MailParser and Hubspot Webhooks. Now, your project enquiries will flow directly into your Hubspot CRM, streamlining lead management and keeping everything in sync. Remember to keep testing the integration, especially as your projects evolve, to ensure everything runs smoothly.

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