How to use Albato Data Storage in Automation

Using Albato Data Storage, you can integrate two different CRMs by linking ID entities from their systems.

Configure the connections

To create the use case, first make sure that the applications to be used in automation are properly connected to Albato.

How to connect Albato Data Storage.

How to connect HubSpot.

How to connect Salesforce.

Structure your automation

First, set up a trigger with the data source application, such as a new deal or contact. Then, configure an action with the app that will receive the data.

For example, if a new contact is added to HubSpot, create a corresponding contact in Salesforce.

Next, add the Albato Data Storage app with the Data by key: add/update value action.

The contact ID from our first system, HubSpot, will be used as the key. The key is like column A in a table.

The contact ID created in Salesforce will be mapped as externalCrmId, variable created in the connection configuration.

Now you’re all set! The automation is ready.

Create a second automation to track contact updates in HubSpot and update the corresponding contacts in Salesforce using the available IDs.

First, add a trigger to get the update data from HubSpot.

As a second step, add Albato Data Storage app and the Data by key: find values action.

In the Key field, enter the contact ID from HubSpot to perform the search.

Add the Salesforce app and Update a record action as the third step.

In the Entity ID field, enter a value from the repository - externalCrmId.

Then, specify which fields to update in Salesforce. This will establish integration between the two systems by linking entities with internal storage and convenient data updates.

In this second automation, you can also integrate the Router tool to check for a record in Storage. If the externalCrmId field is empty, Salesforce will fire the contact creation action. If there is a record, the process will continue from the update step.

Automation example:

Albato Storage: Actions

The Data by key: delete value action can also be used for one-time uploads, for example for deleting a previously saved record. It should be added to the end of the automation in this case.

The Data by key: add/update value action can update existing records as well as create new ones. This action always operates on the key (column A). If a value is passed to the key field already exists in our storage as a record, all other fields will update that record instead of creating a duplicate.

The Counter by key actions functions similarly to the previous ones. However, they do not create a row in our storage and fill in the fields, but create a counter that keeps track of how many times a particular key has been used. You can add or update the counter state by adding +1, get the current counter value of a key, or clear that key's counter.

Albato Data Storage: Triggers

Triggers start the automation process. The logic is simple: the automation is triggered when new records appear in the storage.

The triggers are based on the following scenario:

• New rows (batch): This trigger collects new rows and transfers them using the row section. It is created for bulk data transfer, as described in the second case.
• New row: triggers an automation when a new record is created in the repository.
• Row updated: triggers an automation when the existing records in the repository are updated.