Smartlead to HubSpot Performance Analytics Workflow

This n8n workflow automates the process of extracting performance data from Smartlead, processing it, and then updating or creating corresponding records in HubSpot. It's designed to provide a structured way to bring campaign performance metrics into your CRM for better analytics and reporting.

What it does

This workflow performs the following key steps:

1. Triggers on a Schedule: The workflow starts automatically at predefined intervals.
2. Fetches Smartlead Data: It makes an HTTP request to the Smartlead API to retrieve campaign performance data.
3. Filters Data: It applies a conditional check to filter the retrieved data, likely looking for specific campaign statuses or metrics.
4. Transforms Data: It uses a Code node to process and reshape the Smartlead data into a format suitable for HubSpot.
5. Batches Data: The processed data is then split into batches to efficiently handle updates to HubSpot, preventing API rate limit issues.
6. Checks HubSpot for Existing Records: For each item in a batch, it queries HubSpot to see if a corresponding record (e.g., a company or deal) already exists based on a unique identifier.
7. Conditionally Updates/Creates HubSpot Records:
   • If a record exists in HubSpot, it updates that record with the latest Smartlead performance data.
   • If no matching record is found, it creates a new record in HubSpot.
8. Merges Data: After the conditional processing, the workflow merges the data streams from both the update and create paths.
9. Stores Data in Google Sheets: The final processed data, including the HubSpot update/create status, is recorded in a Google Sheet for auditing and further analysis.
10. Stores Data in PostgreSQL: Additionally, the data is also stored in a PostgreSQL database, likely for long-term storage and complex querying.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Account/Instance: A running n8n instance.
• Smartlead API Key: Credentials for accessing the Smartlead API.
• HubSpot Account: Credentials for connecting to your HubSpot CRM.
• Google Sheets Account: A Google account with access to Google Sheets.
• PostgreSQL Database: Access to a PostgreSQL database.

Setup/Usage

1. Import the Workflow: Download the JSON provided and import it into your n8n instance.
2. Configure Credentials:
   • Set up your Smartlead API Key credentials for the "HTTP Request" node.
   • Configure your HubSpot credentials for the "HubSpot" nodes.
   • Set up your Google Sheets credentials for the "Google Sheets" node.
   • Configure your PostgreSQL credentials for the "Postgres" node.
3. Adjust Schedule Trigger: Modify the "Schedule Trigger" node to run at your desired frequency (e.g., daily, hourly).
4. Review Node Configurations:
   • HTTP Request (Smartlead): Verify the Smartlead API endpoint and any specific query parameters needed to fetch the desired performance data.
   • If: Adjust the conditions in the "If" node to match your filtering logic for Smartlead data.
   • Code: Customize the JavaScript code in the "Code" node to transform the Smartlead data according to your HubSpot property structure.
   • Loop Over Items (Split in Batches): Configure the batch size as needed.
   • HubSpot (Check Existing): Ensure the search criteria (e.g., email, company name) for checking existing records are correctly set.
   • HubSpot (Update/Create): Map the transformed data fields to the appropriate HubSpot properties for both updating and creating records.
   • Google Sheets: Specify the Google Sheet ID and the range/sheet name where you want to store the data.
   • Postgres: Configure the table name and column mappings for storing data in your PostgreSQL database.
5. Activate the Workflow: Once all configurations are complete, activate the workflow to start automating your Smartlead performance analytics in HubSpot.