Holland Mechanics' HubSpot Custom Objects for Machine Tracking
- Industry: Machinery
- Company Size: Mid-sized company (51-200 employees)
- Services: HubSpot Custom Objects Implementation, Operations Hub Integration, Programmable Automation
How We Make It Happen
Seamless SAP C4C & HubSpot Integration
1st in-depth discovery phase
- Interviews with colleagues from the sales, marketing and IT teams
- Process mapping workshops to identify critical workflows
- Development of a customized roadmap aligned with F2A's business cycles
2. HubSpot sales hub activation
- Customized sales pipeline setup that reflects F2A's unique sales process
- Automated workflow creation for prospect and customer management
- Configuration of mobile access for field sales teams
3. Microsoft Navision integration
- Seamless data connection between systems
- Customized mapping for accurate data translation
- Set up real-time synchronization
4. empowerment of the team
- Hands-on training sessions for all levels of users
- Creation of customized documentation
- Establishment of an ongoing support system
1. Custom Objects Architecture Development
We leveraged HubSpot's newly released Custom Objects feature (launched September 2020) to create a dedicated machine tracking system. Since the feature was still in beta with limited UI capabilities, we used API calls to establish the initial object definitions and configure record creation workflows, then built out the user interface for ongoing management and data enrichment.
2. Comprehensive Data Migration and Attachment Strategy
We developed a sophisticated migration approach that preserved all critical machine data from their previous CRM system. Since HubSpot couldn't bulk load attachments for custom objects, we created a specialized load tool to migrate maintenance reports, spare parts history, and detailed component documentation while maintaining proper associations with each machine record.
3. Operations Hub Automation Integration
We implemented programmable automation (then in private beta, now part of Operations Hub released April 2021) to address Holland Mechanics' specific machine numbering requirements. This automation automatically generates complete machine numbers by concatenating machine type and serial number, solving a previously impossible challenge in HubSpot.
4. User Training and Adoption Support
We provided comprehensive training to ensure all commercial departments could effectively leverage the new machine tracking capabilities, focusing on how sales and service teams could access complete machine histories and customer equipment portfolios.
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Main Results
Holland Mechanics now operates with a unified machine lifecycle management system that provides complete visibility into their equipment portfolio from manufacturing through end-of-life.
According to Jim Smits, Sales & Marketing at Holland Mechanics: "This database helps us collect data in a modern way, creating a better customer view to enhance sales and service activities." Their commercial teams have instant access to comprehensive machine data, enabling proactive service delivery and strategic replacement planning while significantly reducing administrative overhead.
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