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Using Outbound Forms - Monitoring your Lead Post Outs to HubSpot

danny.latour
  • Updated

Relevant to: Demand Acceleration Platform

This article relates to the use of Outbound Forms to set up an integration with HubSpot.
If you are unsure which integration method to use, see HubSpot Post Out Methods.

Once your Source is live and leads are flowing through the outbound integration and into HubSpot, it is recommended to determine a regular cadence to confirm that leads are posting out as expected. There are a few ways you can do this using data and reporting from the Demand Acceleration Platform.

This article will guide you through the options and best practices when it comes to managing lead flow. 

 

 

Options for monitoring post outs to HubSpot

Many customers find that a weekly check to ensure alignment between the Demand Acceleration Platform and HubSpot is sufficient. You should determine the cadence and monitoring method that works best for your team depending on your volume and requirements.

Below is an outline of the options available for monitoring your lead post outs to HubSpot. 

 

Review accepted lead totals in both systems

Compare the total number of accepted leads in the Demand Acceleration Platform with the lead count in HubSpot.

  • This is the best option for quickly confirming successful lead flow from Sources into corresponding HubSpot form(s).
  • In the Demand Acceleration Platform: accepted lead counts can be found in several locations.
  • In HubSpot: received leads can be found within each form.
  • If your lead count looks incorrect, use one of the options below to investigate and take action to resolve.

If your Sources are sending leads into HubSpot forms with more complex routing, this option may not be as clear.
It is recommended to use one of the alternative options below.

 

Where the number of accepted leads is displayed in the Sources Page

dap-postouts-monitoringmarketopostouts-02.png

 

Where the number of accepted leads is displayed in the Campaign Sources Tab

dap-postouts-testingmarketo-08.png

 

Where the number of accepted leads is displayed in the Source Summary Tab

dap-postouts-monitoringmarketopostouts-03.png

 

 

Review Response Codes in Post Out Log Report

Confirm that all leads show a successful response from HubSpot in a Post Out Log Report.

These responses can be customized within each HubSpot form, so it is recommended to work closely with your Marketing Ops team to understand your responses and troubleshoot any errors.

 

This table shows the post out columns that can be seen in a Post Out Log Report:

Post Out Log Report Column Description Suggested Action
ResponseStatusCode

Based on varied responses received from HubSpot, all successfully sent leads will be categorized as 200.

 N/A
ResponseReason Based on varied responses received from HubSpot, all successfully sent leads will be categorized as OK.
ResponseContent

This column will display the response that HubSpot sent back to the Demand Acceleration Platform.

  • These responses can be customized within each HubSpot form.
  • It is recommended to work closely with your Marketing Ops team to understand your responses.
 See Interpreting HubSpot Post Outs & Common Errors to investigate and take action to resolve.

Leads classified as 'Never Delivered' will not be included in this report as they have not yet been sent to HubSpot.
For more information on the 'Never Delivered' status, see the section A note on the Lead Status chart (Source Integrations tab).

 

 

A note on the Lead Status chart (Source Integrations tab)

The Lead Status chart seen in the Source Integrations tab will display leads posted out to HubSpot as Delivery Successful. However, it does not guarantee that HubSpot has successfully processed the lead and should not be relied on to determine the post out status of leads.

Leads that have not yet been sent to HubSpot may be waiting in the queue and will be displayed in the lead status chart as Never Delivered.

For more information about the Lead Status chart categories, see the following table.

dap-postouts-monitoringhubspot-01.png

The Lead Status chart only displays a count of leads from the last 90 days.

 

This table shows the post out lead status categories displayed in the Source Integrations tab:

Lead Status Description Suggested Action
Delivery Successful

Count of leads that have been successfully sent to HubSpot by the Demand Acceleration Platform. 

  • This does not indicate successful receipt on behalf of HubSpot.
  • Due to HubSpot's varying responses, these cannot be further classified within the Demand Acceleration Platform.

To confirm that all leads in this category have been successfully received by HubSpot, see Options for monitoring post outs to HubSpot. 
Delivery Failed Leads using this type of outbound integration set up will never be categorized in this status. N/A
Never Delivered

Count of leads that have not yet been sent to HubSpot by the Demand Acceleration Platform.

  • Leads in this status may be queued to be posted out.
    • This is scheduled to repost automatically to clear the queue daily. For more control over the timing, you can perform a manual repost.
    • If you find that your leads are frequently in this status, speak with your Customer Success Manager to discuss throttling options.
  • Since these leads have not yet attempted to post out, they do not have a response code and will not appear in Post Out Log Reports.

You can wait for the scheduler to clear the queue and automatically repost the leads.

 

If needed, follow steps to manually repost the lead.

 

For additional information on reading the request and response code and help with troubleshooting, see Using Outbound Forms - Interpreting HubSpot Post Outs & Common Errors.

 

 

Recommended Reading

 

For more help, get in touch with our Support Team or your Customer Success Manager.