How to create SFTP and HubSpot connection

This guide walks you through the complete process of connecting SFTP (Source) to HubSpot (Destination) using the sysConnector platform. Once configured, data from your SFTP server will sync automatically into HubSpot.

Step 1: Create a New Connection

1. Log in to the sysConnector.

2. Click Create Connection.

Step 2: Configure SFTP as the Source

Select SFTP

• Choose SFTP from the app list.

• Click Next

Enter SFTP Connection Details

• Account Name
  Example: Main SFTP Server
  Give this connection a memorable name.

SFTP Connection Details

Enter your SFTP server credentials:

• Host
  Example: sftp.example.com

• Port
  Default: 22

• Username
  Example: test@omnifyx.com

• Authentication Method
  Select one:

  • Password

  • SSH Key

• Password
  Enter your SFTP password (if using Password authentication)

• File Path
  Example: /data/leads.csv
  Full path to the CSV file on the SFTP server

File Configuration

Configure how the CSV file should be parsed:

• Delimiter
  Example: ,

• Encoding
  Example: utf-8

• Skip Rows
  Example: 0
  Number of rows to skip at the beginning of the file

• Unique Identifier Column
  Example: email
  Column used to detect duplicate records

Available Actions

Follow these steps to complete the setup:

• Test Connection
  Verify that your SFTP credentials are correct

• Fetch Headers
  Retrieve column headers from your CSV file

• Connect SFTP
  Complete the connection

Once the connection is successful, click Next

Step 3: Configure HubSpot as the Destination

• Select HubSpot as the Destination App.

1. Enter a Destination Account Name
   Example: HubSpot Marketing or HubSpot CRM Prod.

2. Enter required credentials:

   • Private App Access Token

3. Click Connect to HubSpot to verify access.

Step 4: Define Connection Settings

1. Connection Name
   Use a clear, descriptive name such as:
   Offline Monopoly Lead Gen Campaign May 2026

2. Project Selection
   Choose an existing Project (folder) or use Unassigned.

3. Sync Frequency
   Select Event Space to enable real-time syncing when a lead is submitted.

Step 5: Field Mapping and Data Transformation

This step defines exactly how data collected in Google Sheets is translated, formatted, and delivered into HubSpot. Proper configuration here ensures clean data, accurate reporting, and successful automation.

5.1 Basic Field Mapping

This section establishes a direct relationship between Google Sheet fields (source) and HubSpot fields (destination).

Process:

• For each data point, select the Google Sheet field on the left.

• Map it to the corresponding HubSpot field on the right.

Example:

• Google Sheet field Name → HubSpot field First Name

• Google Sheet field Email → HubSpot Email

If a required HubSpot field is not mapped, records may fail to sync or be rejected.

5.2 Using Custom Text

The Custom Text feature allows you to send a fixed value that does not exist in the Google Sheet itself.

Common Use Case:

• Create a field in HubSpot called Lead Source

• Use Custom Text to automatically populate it with Google Sheet for every lead coming through this connection

This is especially useful for campaign tracking, reporting, and segmentation.

5.3 Custom Transformations (Merging and Formatting)

Custom transformations allow you to manipulate or enhance data before it reaches HubSpot, which is useful when the data structures between systems do not align perfectly.

Merge Fields

• You can select multiple Google Sheet fields and combine them into a single HubSpot field.

• You may apply a divider (comma, dash, pipe, etc.) between values for readability.

Example:
If your Google Sheet contains separate columns for First Name and Last Name, you can merge them into a single Full Name field in HubSpot (e.g., John Doe).

Prefix and Postfix

You can add text before (prefix) or after (postfix) a value.

Example:

• Prefix: GS-

• Result: GS-john.doe@email.co

This is useful for tagging, internal labeling, or adding context to incoming data.

5.4 Data Type Conversion

In some cases, Google Sheet sends data in a format that does not match the required data type in HubSpot.

Example:

• Google Sheet sends a value as Text

• HubSpot requires an Integer

How sysConnector Handles This:

• During testing, sysConnector automatically detects mismatched data types.

• Since HubSpot field types are fixed, you must adjust the Source Type in sysConnector to match the destination field.

This ensures records are accepted and processed correctly.

5.5 Mandatory Testing and Validation

Before a connection can be activated, mapping must be tested successfully.

Process:

1. Enter sample test data for every mapped field.

2. Click Test Mapping.

3. The system validates formatting (e.g., email fields must contain valid email formats).

4. After a successful test, log in to HubSpot and confirm the test record appears correctly.

Activation is blocked until testing passes.

Step 6: Testing and Activation

1. Enter sample test data and click Test Mapping.
   This step is mandatory before activation.

2. Log in to HubSpot and confirm the test data was received correctly.

3. Click Save and Activate to begin live syncing.

Managing Your Connection

Monitoring

Go to Reports to view:

• Successful lead transfers

• Failed sync attempts

• Logs from the last 24 hours to 30 days