How to Upsert data into HubSpot from your Spreadsheet

Create a field in HubSpot for a new set of primary keys

HubSpot Record IDs are read-only, i.e., you can only perform data updation with them. In order to perform both insert and update actions, you need to create a new field of unique IDs on HubSpot that satisfies the upsert criteria. Go to HubSpot and follow the steps in the screenshots below.

Click the Settings button that’s on the navigation bar.

Scroll down the Settings sidebar menu on the left and click on Properties

Select the Object in which you want to create this new field in then click on the orange colored button on the right called Create property

Fill in the details of the field.

Choose Number as the field type.

Select the same rules as shown on this picture and click on the orange button titled Create on the top right.

Create the same field on Google Sheets

Go to the Google Sheets you want to Upsert and create a new field with the same name as the HubSpot field we just created.

Fill this field with unique values

Copy and paste the Record IDs onto the new field. New records that need to be inserted won’t have Record IDs. So, fill them with any unique numbers.

Update this data onto HubSpot to validate the new field

You need to update this data onto HubSpot once so that the new field gets validated in order for us to upsert data. Follow the steps on the screenshots below.

Choose the Update action and click Next.

Map all the fields accurately to their respective HubSpot fields including the new field and click on Save and then click on Export.

Select the Entire Sheet option then click on Next and update the data.

The existing records will be updated with the new IDs which we can now use to perform upserts. The new records will be skipped because the Update action can’t insert new data.

Start performing Upserts

Now that the new field has been validated, we can now make any changes to the existing records as well as add new records and all of it will be pushed to HubSpot in one go. Follow the steps on the screenshots below.

Choose the Upsert action and click Next.

Map all the fields except Record ID. Also avoid the fields created on Google Sheets by Superjoin during the data updation. Click on Save and then click on Export.

Select the entire sheet or the specific rows you want to upsert then click on Next and upsert the data.

Your data is now successfully exported. This completes the process of using Superjoin to upsert data from Google Sheets to HubSpot.

Below are the steps to automate this process.

Automate the process

Now you’ll see a card called Automatic Exports. Click on the Create Schedule button.

Create a schedule

Configure the frequency in which you want this export process to repeat.