SAP integaration with Hubspot

This case study explores the features & challenges of migrating from Azure Dataverse to Azure blob Storage under Microsoft Dynamics Support.

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      Executive Summary

      About Client

      Since 2015 BAC has been instrumental in evolving and simplifying the customer experiences of forward-thinking organizations across Asia Pacific, Europe, North America, the UK, and Ireland. BAC helps organizations unify their people, processes, and technologies to deliver industry-leading customer and employee experiences. BAC enables you to leverage technology to align your sales, marketing, and success teams, so you can make the most of every interaction, even as you grow. We supported the client with SAP Integration with Hubspot.

      https://www.bac.co/

      Location: Sydney, NSW

      Project Background

      This case study has details about how we designed and developed the integration of SAP with
      HubSpot system. In this case study, we list the APIs we used and how we enabled initial and
      delta load, including the configuration we did in HubSpot. Overall, a new DB instance needs to be created (DB-2) that will take data from DB-1 (based on some pre-defined business rules) and feed selective data into the HubSpot CRM instance.

      This new database must be created from the client’s existing SAP Central Management System (CMS) instance. The new database needs to comply with the existing pre-defined entity-relationship model. The initial data dump will happen from the CMS to the new database (as shown below). 

      Also required is syncing batch routines to sync to the said database with SAP post-dump. Finally, this new database needs to be integrated into HubSpot. To list down the objectives:

      • Ability to send initial and delta load in the Hubspot system
      • Send Contacts, Organizations, and deals data to Hubspot 

      Scope & Requirement

       
      • SAP Integration with Hubspot APIS
      • Integrate solution design to match the requirement  
      • Make it configurable to run for multiple clients on Hubspot
      • Integrate it via a scheduler to run as a Batch Job can be done via Logic Apps, Cron Jobs etc.
      • Get the data synced to Hubspot daily for contacts, Companies and Deals 

      Implementation

      Technology and Architecture

      Technology 

      The migration was deployed with the below technological component
      • For Azure Dataverse- The underlying technology used was Azure SQL Database

      • For Azure Blob Storage- It supported the most popular development frameworks including Java, .NET, Python & Node.js

      Security & Compliance:

      • Tagging Policies
      • Azure config for compliance checks
      • NIST compliance 
      • Guardrails
      • Security Hub

      Backup and Recovery

      Azure Backup provided a simple, secure, cost-effective, and cloud-based backup solution to protect the business or application-critical data stored in Azure Blob in two ways- Continuous backups & Periodic backups

      Network Architecture 

      • Site to Site VPN Architecture using Transit Gateway
      • Distributed Azure Network Firewall
      • Monitoring with Cloud Watch and VPC flow logs. 

      Cost Optimization 

      • Alerts and notifications are configured in the Azure cost 

      Code Management, Deployment

      • Cloudformation scripts for creating stacksets and scripts for generating Azure services was handed over to the client  

      Challenges

      We encountered some issues as below: 

      • Ensure the data is correct as the  Contact, company and deals may have mandatory fields which needs to be filled in to ensure that it does not fail when creating the record via API Example name is mandatory for Person
      • Ensure the Daily Quota Limit for the API is within the threshold if there are more records to be created it would need to be spaced out. 
      •  Since the calculated field value was dependent on todays date so even if there was no update on the customer but the last order date remained the same we had to run a delta load as a script to update all Contacts records because days since last sale would have been T+1 each day.
      • The integration was placed in VPN so we were not sure if It is going to run unattended or not it initially kept crashing but later we were able to move it to a stable zone within the network so it could run 24*7

      Project Completion

      Duration

       

       

      Deliverables

      • Integration code base
      • SAP system integrated with HubSpot
      • Batch scheduled to run daily and real time for some scenarios
      • Initial Data Loading

      Support

      • We helped Customer to get the systems integrated using which they could do better lead management based on analytics in HubSpot ​
      • The integration ran without any issues after Go live and we provided support of 2 weeks
      • Same code based was used by the client to integrate multiple other similar customers they had

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