Blog Post
Can You Pull in HubSpot Standard Object in Automated Email – Beginners Guide
HubSpot is been used for managing customer relationships, tracking sales, and automating marketing campaigns. But when it comes to integrating standard objects into automated emails, many users face challenges.
So, the question remains: Can you pull in HubSpot standard objects in automated email?
In this blog, we’ll dive into the specifics of using HubSpot standard objects—like contacts, companies, and deals—in automated email templates, flows, and campaigns.
We’ll also address some common issues users face, like the limitation of not being able to use ticket properties in email marketing templates.
What Are HubSpot Standard Objects?
Let’s clarify what we mean by “standard objects” in HubSpot.
Standard objects are core elements of any HubSpot CRM database, consisting of:
Contacts
Individual customer profiles, complete with information like email addresses, job titles, company names, etc.
Companies
Data related to organizations that your contacts belong to.
Deals
Opportunities or sales that you are tracking in your pipeline.
Tickets
Used mainly for customer service, these represent individual support requests or issues.
These objects hold the foundational data that your marketing, sales, and service teams rely on to interact with customers, close deals, and resolve issues.
Now that we have a good grasp of what standard objects are, let’s explore their use in HubSpot automated emails.
Can You Pull in HubSpot Standard Objects in Automated Emails?
Yes, you can pull in HubSpot standard objects in automated emails flow—but there are some caveats and limitations.
You can easily use data from objects like Contacts, Companies, and Deals in your email campaigns through personalization tokens and smart content.
However, Ticket properties cannot be pulled into email templates, which is a frequent pain point for service-oriented businesses.
Let’s break down each standard object and how it works in automated emails.
Using Contact Properties in Automated Emails
Contacts are the most common standard object you’ll work with in HubSpot, and fortunately, HubSpot makes it easy to pull contact properties into automated emails.
These properties include details like first names, email addresses, job titles, and lifecycle stages.
By using personalization tokens, you can pull in this data into your emails.
For example, instead of sending a generic email saying, “Hi there,” you can pull in the contact’s first name so it says, “Hi John.” The more personalized your email, the better your engagement rates.
Using Company Properties in Automated Emails
Much like Contact properties, you can also pull in Company properties into your automated emails. This is useful for B2B campaigns where company data can make emails feel more relevant and tailored to the recipient.
For example, let’s say you’re nurturing a lead from a large enterprise. You can use Company properties to reference the company’s name, industry, or location directly within the email, creating a message that resonates more with your prospect.
Using Deal Properties in Automated Emails
Deals are where HubSpot’s CRM capabilities start to really shine.
When you’re managing multiple deals across different stages of the pipeline, automating emails based on Deal properties can save you a lot of time while ensuring timely follow-ups.
You can trigger emails based on the deal stage or pull in properties like the deal name, amount, and close date into your emails.
This is useful for sales teams to keep their communications timely and relevant.
For instance, if a deal moves from “Negotiation” to “Closed-Won,” an automated email can be sent to the customer thanking them for their business and providing next steps.
You could send automated follow-ups if a deal is stuck in the “Proposal Sent” stage for too long.
Why Can’t You Use Ticket Properties in Automated Emails?
One of the biggest challenges HubSpot users face is that you cannot use ticket properties in email marketing templates in HubSpot.
If your business relies heavily on service tickets, such as customer support queries, you may find this limitation frustrating.
While Contact, Company, and Deal properties are fully accessible in email templates, Ticket properties are restricted.
You can’t pull in ticket status, ticket owner, or ticket description directly into an automated email template.
This is a big limitation if your service team wants to automate responses based on ticket updates.
For businesses that rely on ticketing, this is a major drawback.
However, workarounds exist, like using workflows that send internal notifications to your team or exploring custom integrations with third-party tools to fill the gap.
Pulling in HubSpot Standard Objects in Automated Email Flows
A common use case for HubSpot users is incorporating standard objects into automated email flows.
Automated email flows allow you to send a series of emails based on triggers such as form submissions, page views, or property changes.
For example, you can set up a workflow that sends a sequence of nurturing emails when a contact’s lifecycle stage moves from “Lead” to “Marketing Qualified Lead” (MQL).
Using personalization tokens, the workflow can pull data from standard objects like Deals or Companies to personalize each email in the flow.
Here’s how you can use standard objects in email flows:
Lead Nurturing
Automatically send a series of emails as contacts move through the sales funnel, pulling in data from contact and deal properties.
Deal Follow-Ups
Trigger emails based on deal stage changes, keeping communications timely and relevant.
Onboarding
Automate the onboarding process by pulling in company and contact details into each email in the onboarding flow.
Standard Objects in Automated Email Templates
Can you pull in HubSpot standard objects in automated email templates? The answer is yes for Contacts, Companies, and Deals.
These properties can be inserted into any email template using personalization tokens.
When setting up an email template in HubSpot, you’ll have the option to choose properties from the various standard objects and insert them as tokens into your email content.
This allows for highly personalized emails without the need to input data.
For example, you can create a template for a deal follow-up email that pulls in the deal amount and close date.
Every time the email is sent, it will populate these fields based on the deal associated with the contact receiving the email.
However, as we’ve mentioned earlier, Ticket properties are off-limits in email templates. So, if you’re working on customer service email templates, you may need to find alternative ways to communicate ticket details.
Using HubSpot Standard Objects in Automated Email Campaigns
Running a large-scale email campaign requires precise targeting and personalization.
Pulling in HubSpot standard objects in automated email campaigns allows you to scale personalized outreach without sacrificing relevance.
Let’s say you’re running a campaign aimed at closing deals that are in the final stages of negotiation.
You can set up a campaign where automated emails are sent to each contact associated with those deals, pulling in deal-specific information like the deal name or amount.
This not only saves time but also ensures that your communications are always aligned with the customer’s current situation.
Automated email campaigns can also be used for:
Re-engaging cold leads based on their last interaction with your company.
Cross-selling or upselling based on the customer’s deal history.
Surveying customers after a deal is closed to gather feedback.
The ability to pull in standard objects makes these campaigns much more effective by adding a level of personalization that would otherwise be impossible to scale manually.
HubSpot Standard Objects in Email Automation and Smart Content
Automation and smart content are at the heart of personalized marketing.
Smart content allows you to show different content variations to different users based on their properties in HubSpot.
When combined with automated email flows, it can create a highly dynamic experience for your contacts.
For example, you can set up an automated email flow where the content of the email changes based on the contact’s industry or deal stage.
By pulling in data from HubSpot standard objects in automated email automation, you can create a more relevant and personalized experience for each recipient.
For example:
A contact in the healthcare industry receives an email with case studies specific to healthcare.
A deal in the negotiation stage receives a tailored email offering an additional discount or incentive to close the deal.
Using smart content and standard objects in tandem helps you craft emails that don’t just reach your audience—they speak directly to their current needs and pain points.
Tracking Email Performance with Standard Objects
Once your automated email campaigns are running, it’s important to track their performance.
Can you pull in HubSpot standard objects in automated email open tracking?
While you can’t directly pull standard objects into your open or response tracking, the data from these objects can still help you analyze campaign performance.
For example, you can segment your reports based on the deal stage or company size to see how different groups of contacts are engaging with your emails.
This level of granularity helps you optimize your campaigns for better results.
Overcoming Limitations: Workarounds for Ticket Properties
As we’ve mentioned several times, one of the biggest limitations is the inability to use ticket properties in email marketing templates in HubSpot. While this is a frustrating issue for many users, there are some workarounds:
Custom Integrations
If tickets are a crucial part of your email strategy, consider building custom integrations that pull ticket data from an external system into HubSpot.
This may require development work but can enhance your email capabilities.
Manual Updates
For smaller teams, manually updating email templates or using manual workflows to communicate ticket information might be the best option until HubSpot releases more exciting features for ticket properties.
Can You Pull in HubSpot Standard Object in Automated Email Response – Conclusion
So, can you pull in HubSpot standard objects in automated email template? The answer is yes—with some notable exceptions.
Can You Pull in HubSpot Standard Object in Automated Email – FAQs
We’re a small startup, and we’ve been using HubSpot for a few months now, but we’re struggling to use standard objects in our automated emails. Can your team help us with this?
We’ll guide you through the process of pulling in data from standard objects into your automated emails. Whether it’s for a simple email campaign or more complex workflows, we can ensure everything is set up to match your business goals.
We don’t have a dedicated marketing team yet, and we’re concerned about the technical aspects of setting up automated emails. Can you take care of everything from setup to optimization?
We understand that startups and SMEs may not always have the resources for a full marketing team. We offer end-to-end services, from setting up automated email flows to personalizing templates using HubSpot’s standard objects.
You can focus on growing your business, and we’ll take care of the technical side of email marketing.
We’re a small business with limited technical knowledge. How complicated is the process of pulling in HubSpot standard objects into automated email campaigns? Is it worth hiring an expert for this?
While HubSpot offers user-friendly tools, setting up automated emails with standard objects can get complex if you want advanced personalization.
Hiring an expert can save you time, prevent mistakes, and ensure you’re getting the most out of your investment.
Our team specializes in making this process bug free, allowing you to focus on your business while we handle the technical details.
How do automated emails work in HubSpot CRM?
Automated emails in HubSpot CRM are triggered by specific user actions or property changes, such as form submissions or deal stage updates.
They use workflows to send personalized, pre-configured messages by pulling in data from standard objects like Contacts, Deals, and Companies.
Can you embed a HubSpot CRM form in an email?
No, you cannot embed a HubSpot CRM form directly into an email due to email client limitations.
Instead, you can include a call-to-action (CTA) or a link in the email that directs recipients to a landing page with the form.
How do you structure an automated email for startups and SMEs?
To structure an automated email for startups and SMEs, focus on personalization, clear messaging, and a single call-to-action.
Begin with a friendly greeting, address a pain point or need, and provide a solution or value proposition.
Keep the design simple, mobile-friendly, and include tracking elements to measure engagement.
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