HubSpot Merge Tag Sync

Overview

The HubSpot Merge Tag Sync feature allows you to automatically sync HubSpot personalization tokens with Beefree when connecting your account to the HubSpot connector within Beefree. This automatic sync simplifies the process of personalizing content by making HubSpot personalization tokens immediately available within Beefree as merge tags, eliminating the need for manual import steps and providing quick access to accurate and up-to-date personalization tokens.

The automatic sync feature is ideal for professionals who regularly use HubSpot and the Beefree HubSpot connector for emails, landing pages, or both. 

Through automatically importing personalization tokens from HubSpot to Beefree, you can:

• Reduce your workspace set up time.
• Increase consistency across platforms.
• Enjoy error-free personalization through automation.
• Avoid the need to remember the exact personalization syntax you need to add to your designs.

This article will guide you through using the HubSpot Merge Tag Sync feature in Beefree, including setup requirements, instructions, and key considerations.

Prerequisites

• Plan Type: Professional, Business, or Enterprise.
• Role Type: Owner, Admin, or Manager.
• Personalization tokens: In HubSpot, personalization tokens should be created and ready to be imported into Beefree.
• Feature Restrictions: Only available for the HubSpot connector currently.

The following video discusses how to connect your HubSpot account to Beefree, which is a prerequisite for syncing your HubSpot personalization tokens with Beefree.

Definitions

This article heavily utilizes the following two terms and concepts:

• Merge Tags: Placeholders that dynamically insert personalized information, such as a contact's first name, into marketing content. Merge tags help create more relevant and targeted messaging, allowing details to be populated automatically.
• HubSpot Personalization Tokens: Within HubSpot, these personalization tokens, which are imported into Beefree as merge tags, function similarly, enabling dynamic insertion of personalized information across emails, landing pages, and forms. Visit HubSpot’s Personalize your content article to learn more about personalization tokens.

Create a Personalization Token in HubSpot

Take the following steps to create a personalization token within HubSpot:

1. Click the settings icon on the upper right-hand side of the screen.
2. Scroll down on the left-hand sidebar to the Data Management section. 
3. Click Properties on the sidebar.
4. Select the object type, such as Contact, Company, and so on.
5. Click Create property and fill in the fields (Label, Group, Field type).
6. Click Create to save.

Reference the Personalize your content article by HubSpot to learn more about creating personalization tokens within HubSpot.

How to Use

This section discusses how to automatically import your personalization tokens from HubSpot into Beefree as merge tags.

Syncing HubSpot Personalization Tokens with Beefree

You can sync your HubSpot personalization tokens with Beefree one of two ways:

• Through your workspace Settings
• Through the builder while you are designing

Through your workspace

Take the following steps to sync your HubSpot personalization tokens with Beefree through your workspace settings:

1. Go to Settings > General Settings > Merge Tags.
2. Select Sync with Connectors to import available personalization tokens from HubSpot.
3. Choose HubSpot if the account is connected or click Connect and Sync to link your account and automatically sync.

Note: Your newly synced merge tags will not appear in the Merge tags section of your workspace Settings. You can find them within the Merge tags modal inside the builder, where they will be available for use.

Through the builder

Take the following steps to sync your HubSpot personalization tokens with Beefree through the builder while you are designing:

1. Navigate to the stage and click on the content where you’d like to add the merge tag.
2. Select Sync merge tags to sync the latest personalization tokens within HubSpot with merge tags within Beefree
3. A Sync with connectors window will appear. Click the sync icon with the two arrows to complete the sync.
4. Select the merge tags you’d like to add to your design.

Refreshing Merge Tags

If you update your personalization tokens within HubSpot, ensure you refresh your merge tags within Beefree as well by clicking the Refresh icon available in both the merge tags builder window and Workspace Settings.

Important Considerations

1. Connection Requirements
   • Beefree and HubSpot must be connected to sync merge tags. Disconnecting HubSpot removes synced tags from Beefree, but merge tags already used in emails will remain there.
2. Initial Sync Requirement
   • For first-time users, a sync request will trigger an automatic logout from HubSpot, prompting a re-login to complete the connection.
3. Handling Long Merge Tags
   • Tags with extended syntax or names may have truncated appearances in the UI. Beefree prioritizes truncating syntax over names to optimize readability.
4. Sync Management
   • A manual refresh is necessary to update changes made in HubSpot, because Beefree does not auto-detect HubSpot token modifications.
5. Post-Sync Access
   • After syncing, you’ll be able to access your HubSpot personalization tokens as Beefree merge tags.