Now that you have Lutra and HubSpot connected, let’s dive deeper into managing the core objects in your CRM: Contacts and Companies. In this guide, you’ll learn how to:
Create contacts and companies directly from Lutra.
Search & Update existing records.
Create associations between contacts and companies.
Build a quick Playbook example to streamline repeated tasks.
Creating Contacts & Companies
Why Create from Lutra?
You can seamlessly add new records to HubSpot without switching between multiple tools or windows. If you have data in a spreadsheet or an email thread, Lutra can process that information and create contacts or companies in HubSpot.
Example: Creating a Contact
Gather the Data: Suppose you have a new potential lead:
Name: Jane Doe
Email: [email protected]
Phone: (123) 456-7890
Open Lutra Chat: Type a request like:
Create a new HubSpot contact named "Jane Doe" with the email [email protected] and phone number (123) 456-7890.
Confirmation: Lutra will respond with a summary and confirm the new contact record in HubSpot. Check in HubSpot to verify the new contact was created.
Example: Creating a Company
Basic Data: Let’s say you want to add “Doe Consulting, Inc.” to your CRM.
Prompt in Lutra:
Create a new company in HubSpot called "Doe Consulting, Inc." with the domain doeconsulting.com and the industry "Professional Services".
Check HubSpot: Lutra will return an ID or a success message. Refresh HubSpot to see the new company’s record.
Searching & Updating Records
Searching for Contacts/Companies
Use Lutra to find existing records by their properties—like email, domain, name, or creation date.
Search Example:
Search for contacts in HubSpot with the email domain "@acme.com".
Lutra can retrieve all matching contacts, listing key fields such as Name, Email, and Company.
Filtering by Date:
Search for companies created in the last 30 days.
Updating Records
You can update standard properties (e.g., Lifecycle Stage, Phone Number) or custom properties you’ve created in HubSpot.
Prompt:
Update the contact "Jane Doe" in HubSpot to set her Lifecycle Stage to "Opportunity".
Check: Lutra confirms whether the update was successful. If you open Jane Doe’s contact record in HubSpot, you’ll see the new Lifecycle Stage value.
Tip: If you need to update multiple fields at once, just list them in your prompt:
Update the contact "Jane Doe" setting her Phone to (555) 111-2222 and her Lead Status to "Open."
Creating Associations
Contacts ↔ Companies
Associations in HubSpot connect related records for better reporting. Lutra can create or retrieve these associations with a simple instruction.
Basic Association:
csharpCopyAssociate the contact "Jane Doe" (ID 12345) with the company "Doe Consulting, Inc." (ID 9999) in HubSpot.
Verifying:
Lutra provides a confirmation.
Check Jane Doe’s contact record in HubSpot; under “Associated Companies,” you should see “Doe Consulting, Inc.”
Tip: You can also search for associated object IDs if you don’t have them handy, for example:
rustCopyFetch the associated companies for contact "Jane Doe."
Lutra returns a list of company IDs and names if they exist.
Example: Creating a Mini Playbook
Let’s walk through a quick scenario where you might create a recurring process:
Scenario: You want to add new leads from a CSV file to HubSpot, create contacts and associated companies if needed, and update a custom field.
Upload CSV to Lutra:
Click the paperclip (📎) in Lutra’s chat to upload your CSV of leads.
The file might have columns like Name, Email, Phone, Company Name, Company Domain, Industry.
Prompt:
For each row in this CSV, create a new contact and associate it with the company specified by "Company Domain". If the company does not exist, create it. Also, set the custom property "Industry" on the contact to match the CSV column.
Feedback & Testing:
Lutra will outline a step-by-step plan, show a small preview, and ask for your confirmation.
Run on a few rows to test, or choose the entire CSV if you’re confident.
Save as a Playbook:
Click Create Playbook in the Lutra interface.
Name it something like “New Leads Import & Associate”.
You can schedule it to run weekly or monthly, or trigger it whenever you have a new CSV of leads.
Best Practices & Tips
Start Small: Always test your prompts on a few records before performing large updates.
Property Mapping: If you have custom HubSpot fields, clarify them in your prompt (e.g., “Set the custom property
property_nameto 12345”).Use Lists: Fetch a HubSpot List (e.g., “Warm Leads,” “Inactive Accounts”) for bulk updates or targeted outreach.
Preview Changes: Reviewing a small preview of your data in Lutra’s chat can help catch potential issues early.