✔️  Available on Grow and Scale subscriptions. 1
This feature is also dependent on your HubSpot subscription.

What
Sync Teamwork.com project data to HubSpot objects.
Why
  • Monitor key project data relevant to deals (ex. project health, profitability).
  • Visualize and report on crucial project metrics directly within HubSpot reports and dashboards.
Who
  • Teamwork.com site admins, standard users, and client users can authenticate a Teamwork.com site for use with HubSpot workflows (as long as they have access to HubSpot workflows).
    ⚠️ Each user's individual Teamwork.com permissions may limit the ability for HubSpot workflow actions to execute successfully.
When
Your company uses HubSpot and Teamwork.com and you want to view project data in HubSpot objects (ex. deals), reports, and dashboards.
What
Sync Teamwork.com project data to HubSpot objects.
Why
  • Monitor key project data relevant to deals (ex. project health, profitability).
  • Visualize and report on crucial project metrics directly within HubSpot reports and dashboards.
Who
  • Teamwork.com site admins, standard users, and client users can authenticate a Teamwork.com site for use with HubSpot workflows (as long as they have access to HubSpot workflows).
    ⚠️ Each user's individual Teamwork.com permissions may limit the ability for HubSpot workflow actions to execute successfully.
When
Your company uses HubSpot and Teamwork.com and you want to view project data in HubSpot objects (ex. deals), reports, and dashboards.

Step 1: Create custom properties in HubSpot

Create custom properties to map specific project details to HubSpot deals.

In order for custom properties to map to Teamwork.com data, one mandatory property needs to be set up — project ID. Think of it as a unique identifier. You can then create additional custom properties for any further project data you want to sync.

  1. Log in to HubSpot.
  2. Click the settings cog in HubSpot's main ribbon menu.
  3. Scroll to Data Management in the left navigation panel and select Properties.
  4. Click Create property.
  5. Set Deal as the object type. This is the CRM object you want the new property to map to. Choose whichever type you require.
  6. Select a group. This is where you want the property to appear within the object.
  7. Enter a property label. We recommend using something contextual to represent the data you're linking (ex. Project ID, project health).

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  8. Click Next.
  9. Set the field type. Consider the information you're pulling in from Teamwork.com and select a suitable field format. Ex. select number for project ID, or single line text for project health.  
  10. Click Next.
  11. Set any relevant property rules you want to implement.
  12. Click Create. 
  13. Repeat steps 4 to 12 for each additional custom property you want to create (ex. project health, project profitability).

Step 2: Set properties to HubSpot objects


  1. Select an existing deal in HubSpot.
  2. Scroll to the relevant section of the deal profile that you linked the property to in the previous section. In this example, we're using deal information.
  3. Scroll to About this deal.
  4. Click Actions and select Customize Properties.

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  5. Click Add Properties.
  6. Check the boxes on the left of each custom property you want to display. In this example, we're selecting the Project ID and Project Health properties we just created.
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  7. Click Save.

The selected property fields are displayed in their associated group in the deal profile.

Step 3: Manually link project ID to the HubSpot object

To sync the HubSpot object to a specific project, you'll need to get the project ID from Teamwork.com and populate it in a custom 'Project ID' property.

📝 Project ID must be populated on a deal in order for a workflow's project data properties to populate.

Get the project ID from Teamwork.com

  1. Log in to your Teamwork.com account.
  2. Click Jump to in the main navigation menu.
  3. Search for and select a project.
  4. Navigate to the browser's address field. The project ID is contained in the project URL.
  5. Highlight the project ID in the project URL and copy it to your clipboard.
    1. Ex. Project URL: yoursitename.teamwork.com/app/tasklists/1939470/list — the project ID is 1939470.

Link the project ID to a deal in HubSpot

  1. Navigate to your HubSpot account and open the deal you want to connect to.
  2. Scroll to About this deal (or whichever group you paired the Project ID property to).
  3. Click the Project ID field and paste the copied ID.
  4. Click Save.
  5. Repeat these steps for any deals you want to sync project data to.

Step 4: Create a custom HubSpot workflow

Create a workflow to pull Teamwork.com project data into linked HubSpot objects.

Create a workflow

  1. Click Automation in HubSpot's main navigation menu and select Workflows.
  2. Click Create workflow and select From scratch. You can also use a template.
  3. Choose a workflow type from the left panel. In this example, we're using Deal-based to map the deal properties created in the previous sections.
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  4. Choose how the workflow should start: blank workflow or schedule.
  5. Click Next.

Set the trigger

  1. Click Set up triggers. 
  2. Click Add filter in the left panel.
  3. Select Deal properties.

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  4. Search for and select Project ID.
  5. Set the condition to is known.
  6. Click Save.

Set the project ID action

  1. Select the plus icon () below the trigger section.
  2. Scroll to Connected apps in the left panel.
  3. Select Teamwork.com Workflows. If you're not already connected, click Connect app to set it up.
  4. Select Get Project Data.
  5. Click Deal token.
  6. Select Project ID as the token.
  7. Click Insert, then click Save. 

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Map project data

  1. Select the plus icon () below the project ID action.
  2. Click CRM in the left panel and select Copy property value.

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  3. Click Select a property.
  4. Select Action outputs from the dropdown.
  5. Select the project property you want to map (ex. 'Health').
  6. Select the custom property you want to map 'Health' to (or whichever value you chose in step 5). In this example, we're selecting the 'Project Health' custom property we created in the previous section.Image Placeholder
     
  7. Click Save.
  8. Repeat steps 1 to 7 for each additional project property you want to map.
  9. Click Review and publish.
  10. Click Turn on.

Step 5: View the mapped data

  1. Navigate to an existing deal in HubSpot.
  2. Review the Project ID field — if it's empty, you'll need to get the project ID from Teamwork.com and save it to the field.
  3. Scroll to the deal section you linked your custom properties to when creating the object. For this example, we used 'About this deal.' 

Any project data you have mapped to your custom properties is displayed in the associated fields.

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Elevate

  • Enhanced reporting: Using filters based on your custom project properties in HubSpot reports and dashboards so that you can report on and visualize key project data alongside related deal information.

1. Also available on legacy subscriptions: Premium, Enterprise.