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HubSpot CRM – Records

Estimated reading time: 10 min

What your automation will do…

A connection to your HubSpot account is needed so we can sync it with our platform.
Refer to HubSpot CRM – connection.
You can include between 1 and 255 Methods to build complex Flows.
HUBSPOT HubSpot CRM - Records

A record is a single data entry representing a business object, such as a contact, company, deal, ticket, or custom object.

Each record contains properties (fields) that store information about it. For example:

  • A contact record might include: First Name, Email, Phone Number, Lifecycle Stage, and Owner.
  • A company record might include: Company Name, Industry, Website Domain.
  • A deal record might include: Deal Name, Amount, Stage, Close Date.

You can view, edit, and associate records with other records (e.g., link a contact to a company or a deal).

In Wiresk, each step that retrieves, creates, updates, or deletes data is operating on records.

For instance:

  • A Trigger can retrieve new contact records.
  • A Method can update a deal record’s stage.
This Method is used to filter, sort, and search objects, records, and engagements across your CRM. For example, you can get a list of contacts in your account, a list of all open deals, or a list of all contacts that have a specific company email address.
 
Method limitations see HubSpot search limitations.

Configuration Table:

Input Options (Field Mapping):

  • Input: Allows dynamic inputs, e.g., from a Trigger or from Step responses. Input tab>uncheck “Show recommended” to see all fields).
  • Default Value: Select value from a defined list or specify a fixed attribute.
  • Manual input: Set a custom value by using the Lightning Bold feature.
Name*Search Records
Connection*Select your connection or create one
Entity*
(Set of data that contain information):		Specify the type of HubSpot object you want to search for:
Contacts, Companies, Deals, Tickets, Calls, Emails, Notes, Tasks, Meetings, Products, Invoices, Quotes, Subscriptions, Payments, Campaigns (Available in paid version Marketing Hub).
Map Fields [+Add Field] you can additionally create custom fields based on “properties” level.
if not Found Consider as:Success – When the record is not found during execution, the system does not treat this as an error. Instead, it considers the operation successful and continues with the workflow.
Failed – Wiresk treats this as an error or failure. The workflow stops or takes a predefined failure action.
QueryLimit the results to only records with matching property values. For example, you can search for all contacts with a first name “John”.
AfterTo access the next page of results (after defining the records Limit per page), if “after” isn’t provided, there are no additional results to display.

For example, if “limit” is define at 20 records per page, you can define the field “after” at 20 to get the next page after 20 records.
LimitBy default, the search will return pages of 10 records at a time. This can be changed by setting the “limit” parameter. The maximum number of supported records per page is 200.
Properties to retrieveThis parameter allows you to specify which properties of the object you want to retrieve.
[⊕ Element][⊕ Map] Add more fields or Map it from a Data Source. See Field Mapping.

Field name*: name of the property to retrieve.
For example, if you’re retrieving a contact, you might specify properties like “email,” “phone number,” and “company”. Property Fields that do not exist will be skipped.

Use Wiresk Lookup feature to search for the property name. Go to Default value > Lookup tab > search).
SortsUse a sorting rule to list results in ascending or descending order.

Field Name*: name of the property to sort.
Sorting Direction*: Ascending – Descending

Use Wiresk Lookup feature to search for the property name. Go to Default value > Lookup tab > search).

Example: Filter contacts by ‘Create date’ in descending order to prioritize the most recently created ones.

(*) required field

This Method retrieves a record from your HubSpot CRM database based on the record ID.

Configuration Table:

Input Options (Field Mapping):

  • Input: Allows dynamic inputs, e.g., from a Trigger or from Step responses. Input tab>uncheck “Show recommended” to see all fields).
  • Default Value: Select value from a defined list or specify a fixed attribute.
  • Manual input: Set a custom value by using the Lightning Bold feature.
Name*Get Record
Connection*Select your connection or create one
Entity*
(Set of data that contain information):
Specify the type of HubSpot record you want to retrieve:
Contacts, Companies, Deals, Tickets, Calls, Emails, Notes, Tasks, Meetings, Products, Invoices, Quotes, Subscriptions, Payments, Campaigns (Available in paid version Marketing Hub).
Matching Criteria
Record ID*Unique Identifier of a record, you can get the record ID from previous steps, or use the HubSpot Method “Search“.

Or use Wiresk Lookup feature to search for the record. Go to Default value > Lookup tab > search).
If not found, consider as: Failed or successSuccess – When Record ID is not found during execution, the system does not treat this as an error. Instead, it considers the operation successful and continues with the workflow.

Failed – Wiresk treats this as an error or failure. The workflow stops or takes a predefined failure action.
Properties to retrieveThis parameter allows you to specify which properties of the object you want to retrieve.

[⊕ Element][⊕ Map] Add more fields or Map it from a Data Source. See Field Mapping.

Field name
For example, if you’re retrieving a contact, you might specify properties like “email,” “phone number,” and “company”. Property Fields that do not exist will be skipped.

Use Wiresk Lookup feature to search for the property name. Go to Default value > Lookup tab > search).

(*) required field

This Method is used to automate the creation of new records in your HubSpot database.
 
▪️ Standard Object records: Entities Contacts, Companies, Deals, Tickets

▪️ Engagement records: Entities Calls, Emails, Notes, Tasks, Meetings
 
▪️ Products records: Entity Products
 
▪️ Quotes records: Entities Quotes
 
▪️ Campaigns records (Available in paid version Marketing Hub – Professional) Entities Campaigns

Configuration Table:

Input Options (Field Mapping):

  • Input: Allows dynamic inputs, e.g., from a Trigger or from Step responses. Input tab>uncheck “Show recommended” to see all fields).
  • Default Value: Select value from a defined list or specify a fixed attribute.
  • Manual input: Set a custom value by using the Lightning Bold feature.
Name*Create Record
Connection*Select your connection or create one
Entity*
(Set of data that contain information).		This parameter specifies the type of HubSpot record you want to create:
Contacts, Companies, Deals, Tickets, Calls, Emails, Notes, Tasks, Meetings, Products, Quotes, Campaigns.
Map Fields [+Add Field] you can additionally create custom fields based on “properties” level.
The field will be outside the “Properties” group but still part of the “Create” process.
Properties*
Field properties of your entity that you want to create.

For example, if you’re adding a Contact, you might specify properties like “Email,” “Phone number,” and “Company“, or if you’re adding a Call engagement, you might specify properties like “Call Title,” “Activity Date,” and “From Number.”
Properties fields of Contacts:
Email*
First Name*
Last Name*
[+Add field] Click on this button to add more property fields from a list.

Properties fields of Companies:
Company Domain Name*
Company Name*
[+Add field] Add more property fields from a list.

Properties fields of Deals:
Deal Name*
Deal Stage*
Pipeline*
[+Add field] Add more property fields from a list.

Properties fields of Tickets:
Pipeline*
Ticket Status*
Ticket Name*
[+Add field] Add more property fields from a list.

Properties fields of Calls:
Call Title*
Activity Date*
[+Add Field] Add more property fields from a list.

Properties fields of Email:
Email Direction*
Email Subject*
Email to Address*
Activity Date*
[+Add Field] Add more property fields from a list.

Properties fields of Notes:
Note Body*
Activity Date*
[+Add Field] Add more property fields from a list.

Properties fields of Tasks:
Note*
Task Title*
Due date*
[+Add Field] Add more property fields from a list.

Properties fields of Meetings:
Meeting Description*
Meeting name*
Activity date*
[+Add Field]

Properties fields of Products:
Name*
Unit Price*
[+Add Field] Add more property fields from a list.

Properties fields of Quotes:
Expiration Date*
Sender Email*
Sender First Name*
Sender Last Name*
Sender Phone Number*
Quote Approval Status*:
Draft – Pending approval – Rejected – Approved – Approval not needed – Accepted
Quote Title*
[+Add Field] Add more property fields from a list.

Properties fields of Campaigns:
Available in paid version Marketing Hub – Professional
[+Add Field] Add more property fields from a list.

(*) required field

This Method is used to modify or update the details of an existing record (by record ID) in the system.

Entities available to update:

▪️ Standard Object records: Entities Contacts, Companies, Deals, Tickets
▪️ Engagement records: Entities Calls, Emails, Notes, Tasks, Meetings
▪️ Products records: Entity Products
▪️ Quotes records: Entities Quotes
▪️ Campaigns records (Available in paid version Marketing Hub – Professional) Entities Campaigns

Configuration Table:

Input Options (Field Mapping):

  • Input: Allows dynamic inputs, e.g., from a Trigger or from Step responses. Input tab>uncheck “Show recommended” to see all fields).
  • Default Value: Select value from a defined list or specify a fixed attribute.
  • Manual input: Set a custom value by using the Lightning Bold feature.
Name*Update Record
Connection*Select your connection or create one
Entity*(Set of data that contain information):This parameter specifies the type of HubSpot object you want to update:
Contacts, Companies, Deals, Tickets, Calls, Emails, Notes, Tasks, Meetings, Products, Quotes, Campaigns.
Map FieldsMap[+Add Field] you can additionally create custom fields based on “properties” level.
The field will be outside the “Properties” group but still part of the “Update Object” process.
Matching Criteria
Record ID*Unique Identifier of a record, you can get the record ID from previous steps, or use the HubSpot Method “Search“.

Or use Wiresk Lookup feature to search for the record. Go to Default value > Lookup tab > search).
Map Fields
If not found, consider as: Failed or successSuccess – When Record ID is not found during execution, the system does not treat this as an error. Instead, it considers the operation successful and continues with the workflow.

Failed – Wiresk treats this as an error or failure. The workflow stops or takes a predefined failure action.
Properties*
Field properties of your entity that you want to Update.

For example, if you’re updating a Contact, you might specify properties like “Email,” “Phone number,” and “Company“, or if you’re updating the entity “Companies“, you might specify properties like “Company Domain Name,” “Industry Group,” and “Employee Range“.
 
Properties fields of Contacts:
Email*
First Name*
Last Name*
[+Add field] Click on this button to add more property fields from a list.

Properties fields of Companies:
Company Domain Name*
Company Name*
[+Add field] Add more property fields from a list.

Properties fields of Deals:
Deal Name*
Deal Stage*
Pipeline*
[+Add field] Add more property fields from a list.

Properties fields of Tickets:
Pipeline*
Ticket Status*
Ticket Name*
[+Add field] Add more property fields from a list.

Properties fields of Calls:
Call Title*
Activity Date*
[+Add Field] Add more property fields from a list.

Properties fields of Email:
Email Direction*
Email Subject*
Email to Address*
Activity Date*
[+Add Field] Add more property fields from a list.

Properties fields of Notes:
Note Body*
Activity Date*
[+Add Field] Add more property fields from a list.

Properties fields of Tasks:
Note*
Task Title*
Due date*
[+Add Field] Add more property fields from a list.

Properties fields of Meetings:
Meeting Description*
Meeting name*
Activity date*
[+Add Field]

Properties fields of Products:
Name*
Unit Price*
[+Add Field] Add more property fields from a list.

Properties fields of Quotes:
Expiration Date*
Sender Email*
Sender First Name*
Sender Last Name*
Sender Phone Number*
Quote Approval Status*:
Draft – Pending approval – Rejected – Approved – Approval not needed – Accepted
Quote Title*
[+Add Field] Add more property fields from a list.

Properties fields of Campaigns:
Available in paid version Marketing Hub – Professional
[+Add Field] Add more property fields from a list.

(*) required field

This Method is used to either update an existing object or insert (create) a new one.
For example, if the contact exists based on the matching criteria, the record will be updated with the provided information. If no match is found, a new contact will be created with the new information.
 
Entities available to update:
 
▪️ Standard Object records: Entities Contacts, Companies, Deals, Tickets
▪️ Engagement records: Entities Calls, Emails, Notes, Tasks, Meetings
▪️ Products records: Entity Products
▪️ Quotes records: Entities Quotes
▪️ Campaigns records (Available in paid version Marketing Hub – Professional) Entities Campaigns

Configuration Table:

Input Options (Field Mapping):

  • Input: Allows dynamic inputs, e.g., from a Trigger or from Step responses. Input tab>uncheck “Show recommended” to see all fields).
  • Default Value: Select value from a defined list or specify a fixed attribute.
  • Manual input: Set a custom value by using the Lightning Bold feature.
Name*Upsert Record
Connection*Select your connection or create one
Entity*(Set of data that contain information):This parameter specifies the type of HubSpot object you want to upsert:
Contacts, Companies, Deals, Tickets, Calls, Emails, Notes, Tasks, Meetings, Products, Quotes, Campaigns.
MATCHING CRITERIA [+Add Criteria] Click on this button to add more matching criteria.This section allows you to define criteria (fields) that HubSpot will use to check whether a contact already exists.

For example, you might match based on email. If the matching criteria are met (e.g., an existing record with the same email), HubSpot will update that record. If not, it will create a new record.

Criteria field*(select the criteria fields from your HubSpot entity, e.g. email).

Equals (the upsert process will look for the criteria whose matches the value provided in the input, default value field.
Map Fields [+Add Field] Click on this button to create custom fields based on “properties” level.
The field will be outside the “Properties” group but still part of the “Upsert Object” process.
Properties*
Field properties of your entity that you want to Upsert.		This section is where you can define which fields of the entity to populate or update.

Properties fields of Contacts:
Email*
First Name*
Last Name*
[+Add field] Click on this button to add more property fields from a list.

Properties fields of Companies:
Company Domain Name*
Company Name*
[+Add field] Add more property fields from a list.

Properties fields of Deals:
Deal Name*
Deal Stage*
Pipeline*
[+Add field] Add more property fields from a list.

Properties fields of Tickets:
Pipeline*
Ticket Status*
Ticket Name*
[+Add field] Add more property fields from a list.

Properties fields of Calls:
Call Title*
Activity Date*
[+Add Field] Add more property fields from a list.

Properties fields of Email:
Email Direction*
Email Subject*
Email to Address*
Activity Date*
[+Add Field] Add more property fields from a list.

Properties fields of Notes:
Note Body*
Activity Date*
[+Add Field] Add more property fields from a list.

Properties fields of Tasks:
Note*
Task Title*
Due date*
[+Add Field] Add more property fields from a list.

Properties fields of Meetings:
Meeting Description*
Meeting name*
Activity date*
[+Add Field]

Properties fields of Products:
Name*
Unit Price*
[+Add Field] Add more property fields from a list.

Properties fields of Quotes:
Expiration Date*
Sender Email*
Sender First Name*
Sender Last Name*
Sender Phone Number*
Quote Approval Status*:
Draft – Pending approval – Rejected – Approved – Approval not needed – Accepted
Quote Title*
[+Add Field] Add more property fields from a list.

Properties fields of Campaigns:
Available in paid version Marketing Hub – Professional
[+Add Field] Add more property fields from a list.

(*) required field

This Method allows you to move an existing record from your HubSpot database to the “recycling bin” (deleted records are kept for 90 days).▪️ Standard Object records: Entities Contacts, Companies, Deals, Tickets

▪️ Engagement records: Entities Calls, Emails, Notes, Tasks, Meetings
 
▪️ Products records: Entity Products
 
▪️ Quotes records: Entities Quotes
 
▪️ Campaigns records (Available in paid version Marketing Hub – Professional) Entities Campaigns

Configuration Table:

Input Options (Field Mapping):

  • Input: Allows dynamic inputs, e.g., from a Trigger or from Step responses. Input tab>uncheck “Show recommended” to see all fields).
  • Default Value: Select value from a defined list or specify a fixed attribute.
  • Manual input: Set a custom value by using the Lightning Bold feature.
Name*Delete Record
Connection*Select your connection or create one
Entity*(Set of data that contain information):This parameter specifies the type of HubSpot record you want to Archive.  

Select an Entity :
Contacts, Companies, Deals, Tickets, Calls, Emails, Notes, Tasks, Meetings, Products, Quotes, Campaigns.
Matching Criteria
Record ID*Unique Identifier of a record, you can get the record ID from previous steps, or use the HubSpot Method “Search“.

Or use Wiresk Lookup feature to search for the record. Go to Default value > Lookup tab > search).
Map Fields
If not found, consider as: Failed or successSuccess – When Record ID is not found during execution, the system does not treat this as an error. Instead, it considers the operation successful and continues with the workflow.

Failed – Wiresk treats this as an error or failure. The workflow stops or takes a predefined failure action.

(*) required field

This Method will enable developers to perform GDPR compliant contact record deletions.
⚠️ This action is irreversible. Once deleted, the record cannot be recovered.

Under the GDPR, contacts in your account have the right to request that you delete all of their personal data.
HubSpot’s GDPR deletion feature will delete the contact record and any associations between the contact record and other CRM objects.

You can find more details in the Non-contact associated data section of our GDPR resources for integrations. You can read more about HubSpot’s GDPR readiness and features here.”  Source: HubSpot

Configuration Table:

Input Options (Field Mapping):

  • Input: Allows dynamic inputs, e.g., from a Trigger or from Step responses. Input tab>uncheck “Show recommended” to see all fields).
  • Default Value: Select value from a defined list or specify a fixed attribute.
  • Manual input: Set a custom value by using the Lightning Bold feature.
Name*GDPR Delete Record
Connection*Select your connection or create one
Entity*(Set of data that contain information):This parameter specifies the type of HubSpot record you want to Archive.  

Select an Entity :
Contacts
Matching Criteria
Record ID*Unique Identifier of a record, you can get the record ID from previous steps, or use the HubSpot Method “Search“.

Or use Wiresk Lookup feature to search for the record. Go to Default value > Lookup tab > search).
Map Fields
If not found, consider as: Failed or successSuccess – When Record ID is not found during execution, the system does not treat this as an error. Instead, it considers the operation successful and continues with the workflow.

Failed – Wiresk treats this as an error or failure. The workflow stops or takes a predefined failure action.

(*) required field

The “Merge Record” method in HubSpot is used to combine two records into one. This is useful when you have duplicate records and want to merge their information to avoid redundancy and maintain data accuracy.

Configuration Table:

Input Options (Field Mapping):

  • Input: Allows dynamic inputs, e.g., from a Trigger or from Step responses. Input tab>uncheck “Show recommended” to see all fields).
  • Default Value: Select value from a defined list or specify a fixed attribute.
  • Manual input: Set a custom value by using the Lightning Bold feature.
Name*Merge Records
Connection*Select your connection or create one
Entity*(Set of data that contain information):This parameter specifies the type of HubSpot object you want to retrieve:
Contacts, Companies, Deals, Tickets.
Map Fields
Primary Record ID*Select the record that will remain after the merge. This is the record that retains the data once the merge is complete.

Unique Identifier of a record, you can get the record ID from previous steps, or use the HubSpot Method “Search“.

Or use Wiresk Lookup feature to search for the record. Go to Default value > Lookup tab > search).
Record ID to Merge*Select the second record that will be merged into the primary record. The data from this record is combined into the primary one, and this secondary record will be deleted after merging.

Unique Identifier of a record, you can get the record ID from previous steps, or use the HubSpot Method “Search“.

Or use Wiresk Lookup feature to search for the record. Go to Default value > Lookup tab > search).

(*) required field


After setting up your Flow, you can choose to:

  • “Run once”, your Flow will run only a single time. You can use this function to test your Flow.
  • “Run Scheduler” will automate your Flows with the recurrence rule you previously defined.


For more details, refer to How to run a Flow tutorial in our Help Center.
 
If you are using a Webhook Trigger, the Flow will initiate automatically when a webhook is received from your connected apps. This means that the Flow is automated without a scheduler and will run until you deactivate the Flow manually. Refer to Webhook documentation in our Help Center.

Learn more about Wiresk, explore our user guide.

If you need an integration that you cannot find in Wiresk, you can make a request to our team, and we will try our best to satisfy your needs.