Account Setup in HubSpot

Introduction

PostGrid's native HubSpot Integration allows to send letters, postcards and cheques/checks to your customer list one at a time on demand, through workflow automation, or launch a bulk mailing campaign. In this guide, we will walk you through how to perform each step.

Getting Started

After you have signed up and logged into our platform, you can head over to the dashboard to access the your API key.

Get your PostGrid API Key

Once logged into PostGrid's print & mail dashboard, navigate to “Settings” and grab your “Test” or “Live” API Keys. We recommend you use the “Test” API key to setup everything and later on once you are ready to send out live orders you can replace it with “Live” API key.

Note that you can have any number of additional columns in your data. These will be left as-is in the output.

Install PostGrid Print & Mail HubSpot Application

Install the application by clicking this installation link.

Select your company name and click “Choose Account” button.

Then Authorize by clicking “Connect App” button.

Paste Your PostGrid API Key

Once you have authorized the PostGrid application, paste in your API Keys. We suggest just put in the “Test” API key for now. You can get you API Keys from here

Select “Test” and paste in your API Key. Click “Save” after you have done that and you will be redirected to HubSpot.

Uninstalling the Application

To disconnect the app from your HubSpot account:

Go to your HubSpot account and click the Marketplace icon. Select Connected Apps from the Manage menu.

In the app, click Actions >> Uninstall.

In the dialog box, type “uninstall” in the text field and click Uninstall.

Complete the survey and click Done.

Sending Single Mail to a Contact

Navigate to Contact Module in HubSpot

Send a single mail in the form of a letter, postcard or a check/cheque to a single contact in HubSpot

Send A Letter

Select a contact you want to send a letter to. Scroll to the bottom on the right widget and click the button “Send Letter”

Fill in Letter Content Details

If you have a PDF Document you can Upload it or Select a Template (from your template list in PostGrid)

You can choose additional options such as Return Envelope, Extra Service (Certified Mail, Certified Mail with Return Receipt, Registered Mail), Envelope Type (Standard Double Window, Flat Envelope). For our guide, we will just use a simple template with Standard Double Window.

Recipient Details: The recipient details will be filled in from the contact details. If they are missing address then you will have to put in the address fields (Address, City, State, Zip Code, Country)

Sender Details: Input the Sender Details. You will have to put  Name, Address, City, State, Zip Code, Country.

Document Options (Optional): You can add document options such as color, double sided, insert blank page for address, perforate first page, express delivery etc. For our demo purpose we will select insert blank page as this will insert a blank page where the recipient and sender details will be printed on a blank page to cover the double window envelope.

Merge Variables

For custom merge variables in your template follow these mapping criteria:

Use the merge variable {{metadata.variablename}}. Ensure you have metadata.variablename for HubSpot to recognize the merge variable. If you do not specify metadata with a period then the merge variable will not be recognized in the template. This is specifically to be used for templates for HubSpot.

HubSpot merge variable examples:

  • {{metadata.coupon_code}}
  • {{metadata.deal_amount}}
  • {{metadata.birthday}}
  • {{metadata.renewal_date}}
  • etc.
  • If you have let's a custom merge variable {{metadata.custom_variable1}}, {{metadata.custom_variable2}}, {{metadata.custom_variable3}} in your HTML template, then our system in HubSpot will automatically recognize these variables.
  • Select the {{metadata.custom_variable1}} in “Add Option”.
  • Then map that {{metadata.custom_variable1}} to a contact token in HubSpot.
  • Follow these steps for the other {{metadata.custom_variable2}} by clicking on “Add Option” button again and selecting the {{metadata.custom_variable2}} from the dropdown and mapping it to contact token in HubSpot.
  • Follow these steps for the other {{metadata.custom_variable3}} by clicking on “Add Option” button again and selecting the {{metadata.custom_variable3}} from the dropdown and mapping it to contact token in HubSpot.

Send Letter: Click the “Send Letter” button to send a letter now.

Check the status by clicking here:

Send A Postcard

Select Postcard Sizes: Select the postcard size you want to send.

Recipient Details: The recipient details will be filled in from the contact details. If they are missing address then you will have to put in the address fields (Address, City, State, Zip Code, Country)

 


Sender Details: Input the Sender Details. You will have to put  Name, Address, City, State, Zip Code, Country.

 

Choose Template or Upload PDF (Front Template): Choose Front Postcard Template from your template library from PostGrid or You can choose to upload PDF Template. If you choose to upload PDF Make sure they are following our design guidelines here.

Choose Template or Upload PDF (Back Template): Choose Back Postcard Template from your template library from PostGrid or You can choose to upload PDF Template. If you choose to upload PDF Make sure they are following our design guidelines here.

Merge Variables

For custom merge variables in your template follow these mapping criteria:

Use the merge variable {{metadata.variablename}}. Ensure you have metadata.variablename for HubSpot to recognize the merge variable. If you do not specify metadata with a period then the merge variable will not be recognized in the template. This is specifically to be used for templates for HubSpot.

HubSpot merge variable examples:

  • {{metadata.coupon_code}}
  • {metadata.deal_amount}}
  • {{metadata.birthday}}
  • {{metadata.renewal_date}}
  • etc.
  • If you have let's a custom merge variable {{metadata.custom_variable1}}, {{metadata.custom_variable2}}, {{metadata.custom_variable3}} in your HTML template, then our system in HubSpot will automatically recognize these variables.
  • Select the {{metadata.custom_variable1}} in “Add Option”.
  • Then map that {{metadata.custom_variable1}} to a contact token in HubSpot.
  • Follow these steps for the other {{metadata.custom_variable2}} by clicking on “Add Option” button again and selecting the {{metadata.custom_variable2}} from the dropdown and mapping it to contact token in HubSpot.
  • Follow these steps for the other {{metadata.custom_variable3}} by clicking on “Add Option” button again and selecting the {{metadata.custom_variable3}} from the dropdown and mapping it to contact token in HubSpot.

Send Letter: Click the “Send Letter” button to send a letter now.

Send Postcard: Click the “Send Postcard” button to send a postcard now.

Check the status by clicking here:

Send A Cheque/Check

Select a contact you want to send a cheque/check to. Scroll to the bottom on the right widget and click the button “Send Cheque”

 

Fill in the Cheque Content Details

Select the “Bank Account” you want to send cheques from.

Cheque Amount, Memo, Cheque Number: Put the check amount in dollars ($), memo (optional), and cheque number (optional)

Recipient Details: The recipient details will be filled in from the contact details. If they are missing address then you will have to put in the address fields (Address, City, State, Zip Code, Country).

Sender Details: Input the Sender Details. You will have to put  Name, Address, City, State, Zip Code, Country.

Custom HTML Message: Input any Custom HTML Message that will go at the top 2/3 of the Cheque.

Attach a letter: You can attach additional letters to go alongside your cheque.

Upload A Custom Cheque Logo: You can upload a custom logo of your company if you want (optional). It must be 100 x 100 px in dimensions.

Merge Variables

For custom merge variables in your template follow these mapping criteria:

Use the merge variable {{metadata.variablename}}. Ensure you have metadata.variablename for HubSpot to recognize the merge variable. If you do not specify metadata with a period then the merge variable will not be recognized in the template. This is specifically to be used for templates for HubSpot.

HubSpot merge variable examples:

  • {{metadata.coupon_code}}
  • {{metadata.deal_amount}}
  • {{metadata.birthday}}
  • {{metadata.renewal_date}}
  • etc.
  • If you have let's a custom merge variable {{metadata.custom_variable1}}, {{metadata.custom_variable2}}, {{metadata.custom_variable3}} in your HTML template, then our system in HubSpot will automatically recognize these variables.
  • Select the {{metadata.custom_variable1}} in “Add Option”.
  • Then map that {{metadata.custom_variable1}} to a contact token in HubSpot.
  • Follow these steps for the other {{metadata.custom_variable2}} by clicking on “Add Option” button again and selecting the {{metadata.custom_variable2}} from the dropdown and mapping it to contact token in HubSpot.
  • Follow these steps for the other {{metadata.custom_variable3}} by clicking on “Add Option” button again and selecting the {{metadata.custom_variable3}} from the dropdown and mapping it to contact token in HubSpot.

Send Letter: Click the “Send Letter” button to send a letter now.

Send Cheque: After finalizing you cheque content, you can send a cheque now.

Check the status by clicking here:

Merge Variables

For custom merge variables in your template follow these mapping criteria:

Use the merge variable {{metadata.variablename}}. Ensure you have metadata.variablename for HubSpot to recognize the merge variable. If you do not specify metadata with a period then the merge variable will not be recognized in the template. This is specifically to be used for templates for HubSpot.

HubSpot merge variable examples:

  • {{metadata.coupon_code}}
  • {{metadata.deal_amount}}
  • {{metadata.birthday}}
  • {{metadata.renewal_date}}
  • etc.
  • If you have let's a custom merge variable {{metadata.custom_variable1}}, {{metadata.custom_variable2}}, {{metadata.custom_variable3}} in your HTML template, then our system in HubSpot will automatically recognize these variables.
  • Select the {{metadata.custom_variable1}} in “Add Option”.
  • Then map that {{metadata.custom_variable1}} to a contact token in HubSpot.
  • Follow these steps for the other {{metadata.custom_variable2}} by clicking on “Add Option” button again and selecting the {{metadata.custom_variable2}} from the dropdown and mapping it to contact token in HubSpot.
  • Follow these steps for the other {{metadata.custom_variable3}} by clicking on “Add Option” button again and selecting the {{metadata.custom_variable3}} from the dropdown and mapping it to contact token in HubSpot.

Send Bulk Personalized Mail to Multiple Contacts

Navigate to Workflow Automation Module in HubSpot

Send Bulk Mails (Static Content) or Personalized Mails to multiple contacts with a single workflow

Setup Workflow

Create a workflow in HubSpot

Send Bulk Postcards

Setup a workflow in HubSpot and Select an “Action” based on your enrollment triggers.

Fill in the Variable Fields: Fill in all the contact token and variable fields –

  • Recipient Name
  • Recipient Address
  • Recipient State
  • Recipient Zipcode
  • Sender Name
  • Sender Address
  • Sender State
  • Sender Zip Code
  • Select Type (Template or PDF)
  • Front Template
  • Back Template
  • Postcard Size

For custom merge variables in your template follow these mapping criteria:

Use the merge variable {{metadata.variablename}}. Ensure you have metadata.variablename for HubSpot to recognize the merge variable. If you do not specify metadata with a period then the merge variable will not be recognized in the template. This is specifically to be used for templates for HubSpot.

HubSpot merge variable examples:

  • {{metadata.coupon_code}}
  • {{metadata.deal_amount}}
  • {{metadata.birthday}}
  • {{metadata.renewal_date}}
  • etc.
  • If you have let's a custom merge variable {{metadata.custom_variable1}}, {{metadata.custom_variable2}}, {{metadata.custom_variable3}} in your HTML template, then our system in HubSpot will automatically recognize these variables.
  • Select the {{metadata.custom_variable1}} in “Option One Key” and then “Choose a value” dropdown option.
  • Then map that {{metadata.custom_variable1}} in “Option One (Ex. Key:Value)” and map it to a contact token in HubSpot.
  • Follow these steps for the other {{metadata.custom_variable2}} for “Option Two Key” and then “Choose a value” dropdown option.
  • Follow these steps for the other {{metadata.custom_variable3}} for “Option Three Key” and then “Choose a value” dropdown option.

Click “Save” once you have filled in all the merge variables contact tokens and static contact fields.

Send Bulk Letters

Setup a workflow in HubSpot and Select an “Action” based on your enrollment triggers.

 

Fill in the Variable Fields: Fill in all the contact token and variable fields –

  • Recipient Name
  • Recipient Address
  • Recipient State
  • Recipient Zipcode
  • Sender Name
  • Sender Address
  • Sender State
  • Sender Zip Code
  • Select Type (Template or PDF)
  • Express Delivery (Optional)
  • Extra Service (Optional)
  • Color (Yes or No
  • Double Sided (Yes or No)

 

For custom merge variables in your template follow these mapping criteria:

Use the merge variable {{metadata.variablename}}. Ensure you have metadata.variablename for HubSpot to recognize the merge variable. If you do not specify metadata with a period then the merge variable will not be recognized in the template. This is specifically to be used for templates for HubSpot.

HubSpot merge variable examples:

  • {{metadata.coupon_code}}
  • {{metadata.deal_amount}}
  • {{metadata.birthday}}
  • {{metadata.renewal_date}}
  • etc.
  • If you have let's a custom merge variable {{metadata.custom_variable1}}, {{metadata.custom_variable2}}, {{metadata.custom_variable3}} in your HTML template, then our system in HubSpot will automatically recognize these variables.
  • Select the {{metadata.custom_variable1}} in “Option One Key” and then “Choose a value” dropdown option.
  • Then map that {{metadata.custom_variable1}} in “Option One (Ex. Key:Value)” and map it to a contact token in HubSpot.
  • Follow these steps for the other {{metadata.custom_variable2}} for “Option Two Key” and then “Choose a value” dropdown option.
  • Follow these steps for the other {{metadata.custom_variable3}} for “Option Three Key” and then “Choose a value” dropdown option.

Click “Save” once you have filled in all the merge variables contact tokens and static contact fields.

Send Bulk Checks/Cheques

Setup a workflow in HubSpot and Select an “Action” based on your enrollment triggers.

 

Fill in the Variable Fields: Fill in all the contact token and variable fields –

  • Recipient Name
  • Recipient Address
  • Recipient State
  • Recipient Zipcode
  • Sender Name
  • Sender Address
  • Sender State
  • Sender Zip Code
  • Bank Account
  • Amount
  • Memo
  • Cheque Number
  • HTML Message
  • Express Delivery (optional)
  • Attach a letter (optional)

 

For custom merge variables in your template follow these mapping criteria:

Use the merge variable {{metadata.variablename}}. Ensure you have metadata.variablename for HubSpot to recognize the merge variable. If you do not specify metadata with a period then the merge variable will not be recognized in the template. This is specifically to be used for templates for HubSpot.

HubSpot merge variable examples:

  • {{metadata.coupon_code}}
  • {{metadata.deal_amount}}
  • {{metadata.birthday}}
  • {{metadata.renewal_date}}
  • etc.
  • If you have let's a custom merge variable {{metadata.custom_variable1}}, {{metadata.custom_variable2}}, {{metadata.custom_variable3}} in your HTML template, then our system in HubSpot will automatically recognize these variables.
  • Select the {{metadata.custom_variable1}} in “Option One Key” and then “Choose a value” dropdown option.
  • Then map that {{metadata.custom_variable1}} in “Option One (Ex. Key:Value)” and map it to a contact token in HubSpot.
  • Follow these steps for the other {{metadata.custom_variable2}} for “Option Two Key” and then “Choose a value” dropdown option.
  • Follow these steps for the other {{metadata.custom_variable3}} for “Option Three Key” and then “Choose a value” dropdown option.

Click “Save” once you have filled in all the merge variables contact tokens and static contact fields.

Merge Variables

For custom merge variables in your template follow these mapping criteria:

Use the merge variable {{metadata.variablename}}. Ensure you have metadata.variablename for HubSpot to recognize the merge variable. If you do not specify metadata with a period then the merge variable will not be recognized in the template. This is specifically to be used for templates for HubSpot.

HubSpot merge variable examples:

  • {{metadata.coupon_code}}
  • {{metadata.deal_amount}}
  • {{metadata.birthday}}
  • {{metadata.renewal_date}}
  • etc.
  • If you have let's a custom merge variable {{metadata.custom_variable1}}, {{metadata.custom_variable2}}, {{metadata.custom_variable3}} in your HTML template, then our system in HubSpot will automatically recognize these variables.
  • Select the {{metadata.custom_variable1}} in “Add Option”.
  • Then map that {{metadata.custom_variable1}} to a contact token in HubSpot.
  • Follow these steps for the other {{metadata.custom_variable2}} by clicking on “Add Option” button again and selecting the {{metadata.custom_variable2}} from the dropdown and mapping it to contact token in HubSpot.
  • Follow these steps for the other {{metadata.custom_variable3}} by clicking on “Add Option” button again and selecting the {{metadata.custom_variable3}} from the dropdown and mapping it to contact token in HubSpot.

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