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Configure Out of the Box Jobs

Gainsight NXT

This article supports Gainsight NXT, the next evolution of the Customer Success platform. If you are using Gainsight CS Salesforce Edition, you can find supporting documentation by visiting the home page, and selecting CS > Salesforce Edition.

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This article is the third in a series of HubSpot Connector articles. Gainsight recommends you refer to the initial articles and then proceed with this article.

Gainsight creates three Out of the Box jobs automatically once the Authorization from a HubSpot Account is successful. The required configurations in these out of the box jobs are offered by Gainsight. Following are the Out of the Box data jobs:

  • User Sync job: This job syncs data from the HubSpot Owner object and inserts into the Gainsight User object.
  • Company Person Sync job: This job syncs data from the HubSpot Contact Object and inserts into the Gainsight Company Person object.
  • Company Sync job: This job syncs data from the HubSpot Company Object and inserts into the Gainsight Company Object.

These jobs sync Owner, Company, and Contact data into the respective Gainsight objects. These are core standard objects on which Gainsight operates. You can modify the out of the box jobs, to fetch the required data.

To view the out of the box jobs, click the DATA JOBS tab.

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Apart from these out of the box data sync jobs, you can also create and configure additional custom data jobs to sync data from other HubSpot objects to Gainsight.

The following sections explain how to configure the out of the box data sync jobs.

User Sync job

This job is named User Sync_ Connection name. This job syncs user data from the HubSpot Owner object to the Gainsight User object. Following are the configurations in the User Sync data job:

Job Configuration

In this section, enter the following details:

  • Connection Name: Name of the connection entered in the Create Connection dialog is displayed here. You cannot edit connection name in this section.
  • Connector: Connector Name, HubSpot is always shown here. You cannot edit this field value.
  • Job Name: Enter a valid Job name in this field. You can always edit the job name in this field.
  • Dependent Jobs: By default, this data job does not have any dependencies. Click + and select another HubSpot data job if you want to add it as a dependent job. Jobs configured as dependent will be synced first before syncing the current job. 
  • Notification Details: By default, this field contains the email address of the logged in user. You can add, edit, or delete email recipients. In the Notification Details, add the email addresses of the recipients who need to be notified when this job execution succeeds or fails. Click SAVE to proceed to the other sections in the job configuration.

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Data Source and Field Mappings

Source object is mapped to HubSpot Owner Object and target object is mapped to Gainsight User Object. You cannot modify this setting. By default, there are four field mappings offered by Gainsight in this job. You can add, edit, or delete these field mappings. The mappings are:

  • First Name (HubSpot) -> First Name (Gainsight)
  • Last Name (HubSpot) -> Last Name (Gainsight)
  • Email (HubSpot) -> Username (Gainsight)
  • Owner Id (HubSpot) -> HubSpot User UUID (Gainsight)

Note: There is an out of the box mapping provided in the User Sync data job, to identify a specific Hubspot owner internally in the Gainsight system. You cannot edit or delete this mapping from the configuration.

By default, the mapping between Email field from HubSpot Object and Username field from Gainsight Object is set as the Upsert key. You can select some other field as the Upsert key or even have multiple fields as Upsert keys, if required. It is mandatory to configure at least one field as Upsert key. This upsert key is used to resolve the incoming HubSpot users with the existing Gainsight users, from the second time job execution. Based on the Upsert key selection, either new Gainsight user records are created from the incoming HubSpot user records, or associated with the existing records.

To add more field mappings between HubSpot and Gainsight:

  1. Click ADD to configure a new mapping. Once you configure a mapping, select the Upsert Key check box for your newly configured mapping, to set it as the Upsert key.
  2. Click SAVE MAPPINGS.

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Derived Mappings

There are no derived mappings configured for this job. You can click ADD to add any number of derived mappings to populate values into the GSID type fields. For more information, refer to the Data Import Lookup article.

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Sync Filters

In this section, you can configure filters to fetch the required data into Gainsight. The filters configured in this section are applied during data sync and only those records which match the filter criteria are synced. By default, no filters are configured.

You can click ADD FILTER, add the required filters, and click SAVE FILTER.

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Schedule

In this section, you can schedule the execution of your data sync job later or on the fly. By default, the schedule is set to once daily at a specific time (every day). You can see this when you select the Enable schedule check box.

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Scheduled Execution

In this subsection, you can schedule the execution of the job as required. When the job is executed for the first time, all the records are inserted into Gainsight. For all subsequent job executions, only the newly added records are inserted; if any data which was previously inserted into Gainsight from HubSpot, is modified in HubSpot, the corresponding data in Gainsight is updated.

To schedule the job:

  1. Select the Enable Schedule check box.
  2. Select one of the following options:
    1. Daily: The data is synced on a daily basis.
      1. Select Once to run the job once every day. Choose the time at which the job must be executed, in the Select a Time section.
      2. Select Repeat to repeat the execution of a job. Select the other options as listed below:
  • You can select the time frame between which the execution must be performed, in the From and To fields.
  • You can select the frequency at which the execution must be performed in the set time frame, in the For every field.
    For example, if you select from 10 am to 2 pm time frame and select every hour frequency, the job is executed five times at 10, 11, 12, 1, and 2.
  1. Weekly: Select the days of the week on which the job must be executed.
    Select the required time at which the job must be executed, in the Select a Time field.
  2. Monthly: Select the date on which the job must be executed, in the Monthly on day field. Select the required time at which the job must be executed, in the Select a Time field.

3. Click SAVE.

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On Demand Execution

In this subsection, the following options enable you to execute the job immediately:

  • Import all data: If you select this option, job execution is started immediately. In the first execution, all the data from 1970 till date is executed. For subsequent imports, the last import date is considered to be the start date and current date is considered to be the end date. For example, if you imported data for the first time on 1st Dec 2019, data is imported from 1st Jan 1970 to 1st Dec 2019. If you execute the job again on 5th Dec 2019, new records and modified records between 1st Dec and up to 5th Dec are imported.
  • Import data that were modified with a specific date range: If you select this option, the job is executed and data updated during the specified dates in HubSpot, is added to Gainsight. You can select date range in this option to import new and modified HubSpot records in the specified date range.
  • Import data that were modified since last sync date and time: If you select this option, the job is executed, and data is updated from the last sync date and time to Gainsight.

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Click IMPORT to start the data import process.

Company Sync Job

This job is named as Company Sync_Connection name. This job syncs data from the Company object in HubSpot to the Company object in Gainsight. Following are the configurations in the Company Sync data job:

Job Configuration

This section has the same fields and configurations as in the case of User sync job. You can find the Connection name, Job name, and Notification Details section. This data job does not have any dependencies. You must click SAVE to proceed to the other job configurations. Refer Job Configuration in the User Sync Job for more details.

Data Source and Field Mappings

Source object is mapped to HubSpot Company object and target object is mapped to Gainsight Company Object. You cannot modify this setting. By default, there are two field mappings offered by Gainsight in this job. You can add, edit, or delete these field mappings. The mappings are:

  • CompanyID (HubSpot) -> HubSpot Account ID (Gainsight)
  • Name (HubSpot) -> Name (Gainsight)

By default, the mapping between CompanyID field from HubSpot object and HubSpot Account ID field from Gainsight object is set as the Upsert key. You can select some other field as the Upsert key or even have multiple fields as Upsert keys, if required. It is mandatory to configure at least one field as Upsert key. This upsert key is used to resolve the incoming HubSpot company records with the existing Gainsight company records, from the second time job execution. Based on the Upsert key selection, either new Gainsight company records are created from the incoming HubSpot company records, or associated with the existing records.

To add more field mappings between HubSpot and Gainsight:

  1. Click ADD to configure a new mapping. Once you configure a mapping, select the Upsert Key check box for your newly configured mapping, to set it as the Upsert key.
  2. Click SAVE MAPPINGS.

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Derived Mappings

There are no derived mappings configured for this job. You can click ADD to add any number of derived mappings to populate values into the GSID type fields. For more information, refer to the Data Import Lookup article.

Sync Filters

In this section, you can configure filters to fetch the required data into Gainsight. The filters configured in this stage are applied during data sync and only those records which match the filter criteria are synced. By default, no filters are configured.

You can click ADD FILTER, add the required filters, and click SAVE FILTER.

Schedule

This section allows you to schedule the execution of this job. The schedule of this job works the same way as in the User Sync job. The configurations to schedule the execution remain the same. Refer to the Schedule section in the User Sync Job for more details.

Company Person Sync Job

This job is named Company Person Sync_Connection name. This jobs syncs data from the Contact object in HubSpot to the Company Person objects in Gainsight. Following are the configurations in the Company Person Sync data job:

Job Configuration

This section has the same fields and configurations as in the case of User sync job. You can find the Connection name, Job name, and Notification Details section. This job has a dependency on the Company Sync job. The Company sync job is executed before executing this job. Once you make the required modifications, you must click SAVE to proceed to the other job configurations. Refer Job Configuration in the User Sync Job for more details.

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Data Source and Field Mappings

Source object is mapped to HubSpot Contact Object and target object is mapped to Gainsight Company Person Object. You cannot modify this setting. By default, there are four field mappings offered by Gainsight in this job. You can add, edit, or delete these field mappings. The mappings are:

  • First Name (HubSpot) -> First Name (Gainsight)
  • Last Name (HubSpot) -> Last Name (Gainsight)
  • Email (HubSpot) -> Email (Gainsight)
  • Vid (HubSpot) -> Hubspot Contact ID (Gainsight)
  • Company ID (HubSpot) -> Hubspot Account ID (Gainsight)

The mapping between Email field in HubSpot and Email field in Gainsight is used as the Upsert key. You cannot change the Upsert key. You can create new field mappings but cannot use them as the Upsert key. This upsert key is used to resolve the incoming HubSpot contacts with the existing Gainsight person records, from the second time job execution. Based on the Upsert key selection, either new Gainsight Person records are created from the incoming HubSpot contacts, or associated with the existing records.

To add more field mappings between HubSpot and Gainsight:

  1. Click ADD to configure a new mapping. 
  2. Click SAVE MAPPINGS.

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Derived Mappings

This section allows you to configure the derived mappings to populate GSID values. By default, a derived mapping is configured to populate GSID values into the Company ID field of the Gainsight Company Person object. This mapping is configured by matching the Company ID field from the HubSpot’s Company object with the HubSpot Account ID field from the Gainsight Company object, and populate GSID from Gainsight Company object to Company ID in the Gainsight’s Company Person object. To add more derived mappings, click ADD and perform the required configurations. To learn more about configuring derived mappings, refer to the Data Import Lookup article.

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Sync Filters

In this section, you can configure filters to fetch the required data into Gainsight. The filters configured in this section are applied during data sync and only those records which match the filter criteria are synced. By default, there are no filters.

You can click ADD FILTER, add the required filters, and click SAVE FILTER.

Schedule

This section allows you to schedule the execution of this job. The schedule of this job works the same way as in the User Sync job. The configurations to schedule the execution remain the same. Refer to the Schedule section in the User Sync Job for more details.

View Logs

You can navigate to the LOGS tab to see the log history of all the data sync jobs. This page displays logs from all of the Connectors. You can filter this page to display logs only for a specific job from a specific connector. You can also see the logs of the Out of the Box data sync jobs from this page. For detailed information, refer to the View Logs section in the Create Data Sync Jobs article.

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