When you add a new HubSpot Mailing List in Postalytics, you can use the list repeatedly across multiple campaigns, or multiple drops within the same Smart Send Campaign. You can import HubSpot Smart Lists or Static Lists, and there’s no additional costs involved in list import. You can have as many lists in Postalytics as you want and use them anyway that makes sense.
In order to track your Smart Send direct mail campaign delivery and response status codes in HubSpot, you must use the Add A New HubSpot List import process. You’ll also need to setup your HubSpot Integration first.
In order to import a HubSpot List, your version of HubSpot must support the “Lists” feature. Click here to review HubSpot’s current feature sets.
When you import a HubSpot list into Postalytics, we’ll check each record to make sure that it has the minimum required fields for proper mailing. If a contact does not have the required fields, we’ll import it anyway, but it will be labeled “Invalid” and cannot be mailed to until it is fixed.
Postalytics allows you to upload a single HubSpot list with both US and Canadian addresses, and we’ll split it out for you, creating two separate lists to be used in Smart Send Campaigns. You’ll want to be sure to include a field labeled Country, along with the other required fields explained below.
- First Name (20 characters, alpha numeric) and Last Name (20 characters, alpha numeric) AND/OR
- Company (40 characters, alpha numeric)
You may have either First Name and Last Name or Company Name or both. They will be printed on two separate lines above the rest of the address and will look something like this:
- Address (64 characters, alpha numeric)
- City (200 characters, alpha numeric)
- State/Providence (for US addresses either the 2 letter state short-name code “MA” or valid full state name “Massachusetts”)
- Zip code/Postal Code (for US addresses either the 5 digit numeric “02370” or 5 dash 4 digit numeric “02370-1234”) (for Canadian addresses the 6 digit alpha numeric “K0K 4T5”)
You may also include an Address 2 field on records that require it (64 characters, alpha numeric). Use this field for things such as apartment number, suite number, etc.
You can also map in common contact info such as email address, phone number, occupation/job title as well as up to 35 user defined fields (we call them Variable Data fields). These fields are not used in the address part of the mailer but can easily be inserted into the creative.
At the current time, Postalytics can only mail to U.S. addresses. Additional countries will be added over time.
Assuming that the HubSpot authentication has been setup, the first step is to import a HubSpot Smart List or Static List.
From the Home Page, or main navigation bar, click Lists and then New List. You will be brought to this screen.
Click on the HubSpot button and you’ll navigate to the following page:
Under Name Your List, enter a name for your Contact List. Your list can be used in multiple campaigns or Maildrops – name it in a way that will make sense to you over time.
Then, select your Integration Configuration:
- If nothing appears in the Integration or Lists To Import – you’ll need to setup your HubSpot Integration
- If you’ve setup your HubSpot Integration and nothing appears, you may not have a version of HubSpot that supports their list feature. Please review the HubSpot feature sets here.
Finally, select your list from the drop down. The most recent list created in HubSpot will be at the bottom.
The “List Preview Data” will show you what your data looks like before the importer gets a hold of it. Here, if you see any egregious issues (I forgot to add a City column!), you can go back and fix your data file before you spend more time on the import.
Postalytics makes it abundantly clear exactly which fields you need to map to in order to send a direct mail campaign. You can’t proceed until these fields are properly mapped.
The required fields will turn from red to green when they’ve been mapped. Required fields that are not mapped remain in red. Optional fields will be yellow.
Cool Tool #1: Select & Deselect Fields – Eliminating Room For Error
When you select a field to be mapped, it will be grayed out in the list and no longer available to be selected. Change your mind? Just “Deselect” the field and scroll or search for the field you want to use.
Cool Tool #2: Search For Your Mapping Fields
When mapping any field into Postalytics, you can now just start typing in the search box to quickly navigate to the correct field to map.
After you’ve mapped your required fields, you can map other common data fields that are standard in Postalytics such as Email, Phone, Occupation, etc. as well as up to 35 additional User Defined Personalization Fields.
Cool Tool #3: List Mapping “Memory”
Because lists are often imported the same way over and over again, with the same variable fields, the next time you import a list, the Postalytics mapping tool will “remember” the previous import’s mapping and automatically map them, saving you time.
If you won’t be using these fields with a particular list import, or creative, you can easily clear the fields by clicking the red “Clear Selections” button. You can also edit any of these auto mapped fields by using Cool Tool #1 or Cool Tool #2 above.
Once your mapping is complete, click Confirm Field Mappings.
Finally, you’ll get a sneak preview to see what your data will look like once it has been imported. If you want to change anything, you can go back and fix your mappings. If you’re all set, click Import Now.
Your HubSpot data will be imported into Postalytics. Depending on the size of your file, this process may take a few minutes.
If your list upload contained both US and Canadian addresses, you’ll see the breakdown in the List Health History Report.
You’ll also receive an email confirmation with list health information when your list has successfully uploaded. You can click Go to My Lists to check the status of your list.
On the Contacts List page, you’ll see the status of your list, the list name, list country (how you’ll know which is which when a list is split between US and Canadian addresses, list source, number of contacts and date your list was created.
To manage your newly updated list, click the edit button. From here, you’ll be able to do the following:
- Edit your Contact List
- Download your Contact List
- Append records with the same layout to your list
- Edit Field mappings
- Delete your list
The process to add a new HubSpot list in Postalytics enables you to take full advantage of the Postalytics HubSpot integration, as well as to more deeply personalize your creative. If you have any questions, don’t hesitate to Contact Us.