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Requirement mapping
Defined the metrics Vestaboard needed to track and the property structure to hold them.
The data was already thereInside Vestaboard’s historical campaign data sync
Vestaboard wanted to trigger workflows on campaign performance and could not, because the properties those workflows needed did not exist and the history that would fill them was locked behind the HubSpot API. HubXpert retrieved it, mapped it to custom properties, and turned the workflows on. One week.
1 week
Delivery timeline
4
HubSpot Hubs in use
3
Stages: retrieve, map, trigger
ABOUT THE CLIENT
A Short Engagement With a Specific Blocker
Vestaboard needed to monitor a campaign closely and fire workflows off what the data showed. That is an ordinary requirement, and it was blocked by something ordinary: the metrics that mattered to Vestaboard were not properties HubSpot provides by default.
Custom properties solve that going forward. They do not solve it backward. A property created today is empty for every contact who engaged with a campaign last quarter, and a workflow that triggers on an empty property does nothing.
So the real problem was historical. The engagement and conversion data existed in HubSpot, spread across past campaign activity and reachable only through the API in a form that was awkward to assemble. Until it was retrieved and written onto the contact records, none of the automation Vestaboard wanted could exist.
What You Will Learn
- 1 Why custom properties are only half of a custom tracking requirement
- 2 How historical campaign data is retrieved and mapped through the HubSpot API
- 3 What becomes possible once past performance sits on the contact record
THE CHALLENGES
A Workflow That Could Not Trigger
Three problems stacked on each other. The properties did not exist, the data that would fill them was hard to reach, and without both the automation could not run at all.
-
1
The metrics that mattered were not native.
Vestaboard needed to track campaign performance against its own business goals, and HubSpot does not provide those measures by default.
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2
Historical data was hard to reach.
Accessing and organizing past campaign data through the HubSpot API was complex, which made assembling accurate engagement and conversion metrics across all contacts a real piece of work rather than an export.
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3
Empty properties cannot trigger anything.
Without the custom properties populated from history, workflows had nothing to fire on, so campaign insight could not be acted on in real time.
-
4
The gaps would not have been visible.
A partial retrieval produces automation that works for some contacts and silently skips others, which is worse than no automation because nobody knows it is happening.
WHAT WE BUILT
Retrieve, Map, Trigger
Three stages in sequence. Pull the history out through the API, write it onto the records as properties shaped around Vestaboard’s reporting, then build the workflows that read them.
-
1
Historical retrieval through the HubSpot API.
Detailed data from past campaigns was pulled through the API, covering engagement, conversions and user interactions across all contacts involved.
-
2
Complete rather than partial retrieval.
The process was managed to make sure no relevant data was missed, because a record of past performance with holes in it produces automation that misbehaves in ways nobody can see.
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3
Centralized inside HubSpot.
The retrieved data was organized centrally in the portal so the team could reach and analyze it without going back to the API each time.
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4
Custom properties shaped around the business.
Historical data was mapped to custom properties aligned with Vestaboard’s actual reporting structure rather than to whatever the source data happened to look like.
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5
Metrics visible at the contact record.
The important measures sit on the contact itself, so monitoring and decisions happen where the team already works instead of in a separate report.
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6
Workflow triggers on historical insight.
With the properties populated, workflows fire on past campaign performance and continue acting on new data as it arrives.
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7
Automated follow-up and notification.
Data-driven actions like follow-ups and internal notifications trigger automatically, which removes the manual monitoring the campaign would otherwise have needed.
HOW WE GOT THERE
One Week, Three Stages
A short engagement with no room for rework. The property structure was defined before retrieval so the data landed in its final shape rather than being transformed twice.
API retrieval
Pulled historical engagement, conversion and interaction data from past campaigns across all relevant contacts.
Completeness check
Verified that the retrieval covered the full record with no gaps before anything was written.
Property mapping
Mapped the retrieved data into custom properties aligned to the reporting structure.
Workflow build
Built the workflows that trigger on the populated properties, including follow-up and notification actions.
Handover
Confirmed the triggers fire correctly on both historical and incoming data, and handed over.
THE OUTCOMES
Automation That Could Not Run Before
Vestaboard now has its campaign history on the contact record, in properties shaped around how the business measures performance, with workflows running off them.
1 week
Delivery timeline
4
HubSpot Hubs in use
3
Stages: retrieve, map, trigger
Complete historical campaign data. Engagement, conversions and user interactions are organized and reachable in one place rather than scattered through past campaign activity.
Custom properties populated across contacts. Relevant contacts carry the metric values, so the team reads performance directly on the record.
Workflows trigger on real data. Automation now fires on past campaign performance and continues acting on new data as it is captured.
Manual monitoring was removed. Follow-ups and notifications happen automatically rather than depending on someone watching a campaign dashboard.
Campaign optimization is evidence-based. With historical performance available per contact, targeting and nurture decisions rest on what actually happened.
Before
- Business-specific metrics unavailable in HubSpot
- Historical campaign data locked behind the API
- Custom properties empty for past contacts
- Workflows unable to trigger
- Campaign monitoring done manually
After
- Custom properties shaped to the reporting structure
- Historical data retrieved and centralized in the portal
- Relevant contacts populated with metric values
- Workflows triggering on historical and new data
- Automated follow-ups and notifications
We loved working with Ratul and look forward to working with Hubxpert in the future. Ratul is very knowledgeable when it comes to HubSpot, smart and responsive, easy to work with, and fast moving.
5.0
(26 reviews)
WHAT TEAMS ASK ABOUT HISTORICAL DATA SYNCS
Frequently asked questions
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A new property is empty for every existing contact. Workflows that trigger on it do nothing until the history is retrieved and written in, which is the actual work.
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Yes, through the API. Engagement, conversions and interaction data across all contacts can be retrieved and mapped onto properties, which is what this engagement did.
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One week for Vestaboard, from requirement mapping through retrieval, property mapping and workflow build.
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Automation works for some contacts and silently skips others. That is why the process was managed for completeness rather than speed, and verified before anything was written.
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Yes. The workflows trigger on the populated properties and continue acting on new campaign data as it is captured.
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