For many HubSpot users, the first thing they’ll want to do after configuring their Basic Integration for HubSpot Contacts is to import HubSpot lists for Smart Send Campaigns. 

In order to track the delivery and response of a Postalytics Smart Send Campaign in HubSpot, you must use the HubSpot import feature. It’s a super easy process that needs to be done in order to:

  1. Map HubSpot Contact fields into Postalytics for both mailing and personalization uses

  2. Configure the imported contacts to receive Postalytics delivery and response status codes

Important Notes:

  • While Postalytics supports list import from .CSV and Excel files, campaigns that use lists with these import sources cannot connect to HubSpot for delivery and response tracking

  • HubSpot Version Requirement: In order to import a HubSpot List – your version of HubSpot must support the Lists feature

  • The Postalytics Basic Integration only imports records from HubSpot Contacts, not Companies, Deals or any other objects

  • Lists that include Contacts with addresses in the United States and Canada will be split into two separate lists by Country

In order to import HubSpot Lists for Smart Send Campaigns, you’ll need to have your HubSpot Basic Integration setup in the Connect section of Postalytics. Both Smart Lists and Static List types are supported, and you can import from multiple HubSpot ID’s (for agencies and consultants). 

When you add a new HubSpot Contact Object Mailing List into Postalytics with the HubSpot Basic Integration, 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 cost involved in list import. You can have as many lists as you want and use them anyway that makes sense.

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 set up your Basic Integration for HubSpot Contacts first.

HubSpot Version Requirements 

Importing a HubSpot List, requires that your version of HubSpot support the “Lists” featureClick here to review HubSpot’s current feature sets.

Contact List Requirements 

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.

Required Name Fields 

  • 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.

Required Address Fields – US and Canada 

  • 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.

US and Canadian Addresses 

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 above.

Personalization And Other Common Fields 

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. and Canadian addresses. Additional countries will be added over time.

Add a New HubSpot Contact List 

Assuming that the Basic Integration for HubSpot Contacts has already been set up, 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 to navigate to the following screen:

HubSpot List Import Integration Choices

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:

Finally, select your list from the drop down. The most recent list created in HubSpot will be at the bottom. 

We Show You Your Raw Data 

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.

Map The Required Name & Address Fields 

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.

Personalization & Other Common Mappings

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.

Remember, ANY of the fields that you map into Postalytics can be used in the Variable Data and Variable Logic personalization tools in our direct mail editor.

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.

Salesforce Integration Cool Tool #3 Variable Field Auto Mapping List Upload

Once your mapping is complete, click Confirm Field Mappings.

Last, Verify Your 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 List Health Report Email

Contacts Now Being Imported - HubSpot

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 which will be emailed to you.

Your List in Postalytics

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.