Table of Contents

Using respond.io to Create Deals in a CRM

Susan Swier Updated by Susan Swier

Business Goal: Use respond.io to create deals in a CRM.

While you can track agent productivity and message leads in respond.io, businesses with long deal cycles often require an external CRM. When you add a new lead in respond.io, you can automatically create a deal in a CRM like Hubspot.

Tip: If your business has very short sales cycles, you may not need to connect to a CRM. You can use the close conversation method to track sales agent productivity.

Benefits of Creating Deals in a CRM

Connecting to a CRM helps businesses:

  • Find out which channels deals are coming from.
  • Consolidate lead information.

Methods for Creating Deals in a CRM

  1. Set up Workflows on the respond.io platform to create deals in Hubspot or other CRM.
  2. Use the Create Deals Shortcut button in the Messages Module.

Set up Workflows to create deals in Hubspot without leaving the respond.io platform

Method Objectives

  • Set up a Create Deal Shortcut for agents to use in the Messages Module.
  • Determine the fields required to create a new deal in your CRM.
  • Provide new deal link to agents upon creation.

Workflow Setup

Here’s an example of how to use a Workflow to create a new deal in a CRM.

screenshot of how to use a workflow to create a deal in a CRM

Set up a Create Deal Shortcut for agents to use in the Messages Module
Tip: Learn more about Shortcut Triggers here.

Use a Trigger to create a Deal Shortcut button in the Messages Module. This allows agents to initiate the Workflow to create a deal when needed without leaving the Messages Module.

Trigger configuration
1. Choose Shortcut as the Trigger in the dropdown.
2. Configure the Shortcut Icon, Name and Description.

Determine the fields required to create a new deal in your CRM

To create a deal, you’ll need to identify the mandatory fields and information for your CRM. This can usually be found in the CRM’s API documentation. Then decide any additional information you want to include. To complete this step, you’ll configure the Shortcut Button Form and the HTTP Request Step in Workflows.

screenshot of a workflow to make an HTTP post request

Customize the Shortcut Form

Use the Shortcut Form for agents to fill in required information about the deal such as name, amount and deal stage. The data in the form will be saved as Variables and used in the next steps in the Workflow. The Shortcut Form fields are customizable based on the information you need.

Hubspot deals Shortcut Form configuration
1. Create the Shortcut Form. In this example, we'll use DealName, DealAmount and DealStage as Form Field titles.
2. To save each Form Field answer, give each Output Variable a name. These Variables (saved Form Field answers) will be used in this Workflow's HTTP Request Step in order to create a deal in Hubspot.
3. For DealStage, set the Field Type as List. List out the Hubspot internal deal stage identifiers as options.
Note that Hubspot deal stage identifiers are case sensitive, e.g., you must use qualifiedtobuy, not QualifiedToBuy. Otherwise, the Workflow will fail.

Create a deal in an external CRM
Tip: Learn more about sending HTTP requests here.

Use the HTTP Request Step to create a deal in an external CRM. This initial configuration frames the deal information you want to send to the CRM.

Hubspot HTTP Request initial configuration
To do this request, you’ll need API information from Hubspot. Find the API docs for creating a deal here.
1. Add an HTTP Request Step, select POST in the Method dropdown.
2. Input the URL endpoint of the Hubspot API.
3. Expand Body toggle, select application/json as Content-Type Header.
4. For the Request Body, Hubspot requires the Properties fields. Here's an example with the deal name and deal amount as Variables to be reflected in the deal information as context.

💡Tip: To find your Hubspot Owner ID in Hubspot, follow these instructions. Another option to find your HubSpot ID is to send a separate GET request first.

5. Expand the Headers toggle, fill in the parameters as Authorization: Bearer {your Hubspot API Key}. Here's how to get your Hubspot API Key.

This step lets agents know whether a deal was successfully created and gives them a link where they can view and update it as necessary. This involves mapping the data to save from Hubspot and routing the success or failure of the deal creation to Comment Steps.

screenshow showing how to use workflow branches to let agents know a deal was created in Hubspot

Save data from the CRM

Response Mapping is used to save the information you get from the CRM as a Variable. The Variable can later be used to update the Contact’s field on respond.io.

Hubspot Response Mapping configuration

Route to Success and Fail branch

Tip: Learn more about the Branch Step here.

Use the Branch Step to route to the next step based on the success or failure of the HTTP Request made earlier.

Branching configuration
1. Add a Branch Step, in Branch 1, select Variables > Status> is equal to in the dropdown.
2. Type 201 in the value field representing the successfully created response code, so if a deal is created, you will be routed to the next step in Branch 1. Otherwise, you will be routed to the next step under the Else branch.

Tip: Learn more about the Add Comment Step here.

Use the Add Comment Step to show agents the HTTP Request response status. In this example, if the request is successful, more information about the deal can be added such as deal ID and deal link. If it fails, tag a manager to look into the problem.

Comment on Deal Status configuration
1. Under both branches, add a Comment Step.
2. In the Success branch, add the deal status, its Variable and other desired information.
3. In the Fail branch, add the deal status, its Variable and tag a manager to look into the failure to create a deal.

Use the Create Deal Shortcut button in the Messages Module

Method Objective

  • Create a Deal using the Shortcut button in the Messages Module and view response in Comment.

How-to

Create a Deal using the Shortcut button in the Messages Module and view response in Comment

Here’s an example of how to create a deal in Hubspot using the Shortcut button in the Messages Module.

gif showing how to use the deal shortcut button to create a deal in a CRM

In the Messages Module, got to the toolbar at the bottom > click on Shortcut button > select Create a Deal Shortcut > fill in the form > click Start > wait for Comment response. Then agents can view the Hubspot deal.

IS THIS ARTICLE HELPFUL?

We'd love to hear from you!

Track Productivity by Closing Conversations

Supervising Sales Agents

Can't find what you're looking for?

Talk to an expert here!

Contact Us
Powered by HelpDocs (opens in a new tab)

Powered by HelpDocs (opens in a new tab)