In these podcasts, the speaker discusses the process of creating custom properties in Hubspot. They introduce a tool they have created that can rapidly create 100 properties in seconds. The tool is particularly useful for agency owners who frequently need to create properties. The speaker provides step-by-step instructions on how to set up the tool using Airtable and Hubspot, including creating a private app token in Hubspot and associating it with the properties. They also highlight the importance of replacing spaces with underscores and organizing properties in custom property groups. The automation process can be applied to contacts, companies, and deals in Hubspot, and errors may occur if properties already exist or if there are typos. The speaker emphasizes the effectiveness of this automation and offers their assistance if needed. Overall, these podcasts provide valuable insights and instructions for efficiently creating custom properties in Hubspot.
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Transcript
are you trying to create 50 60
70 80 100 custom properties inside of Hubspot
I have the best trick for you
this is literally
I'm gonna just jump straight to the punchline and show
you that in this tool that I have created
I can create 100 properties in Hubspot
in a matter of seconds
so check this out
so as you can see
I have a group that I have created
that's called Custom Properties
and the if I go to view that group
there is no properties
inside this Custom Properties group right now
I go over to air table
and I'm just literally going to check the box on this
so I'm gonna copy this check box
and then I'm gonna paste it down
here to all these values
and you'll see in just a second
as this starts thinking
check all these boxes and you're gonna see
that these just start populating with the word success
so boom every one of those that says success
if I go over and refresh Hubspot here
you can see that
these properties are being created in real time
so I click back over here
more of them are getting populated boom
boom boom boom
come back and check this out
and this is the part that is absolutely amazing
is that it's literally creating
dozens of properties in a matter of seconds
as opposed to the traditional way of going in here
and clicking
you know which I wanna do for this
pick the group that I wanna do it in label it
describe it
it's just incredibly tedious and takes a very long time
and if you go and look at any one of these properties
um it's completely filled out
like the exact way that I had this in here
so I can go look
it's got a description in here
so if you go on and look at any one of these
the deal title exactly as it was written
I can see all of the values in the drop down
are filled out exactly like I had it before
you can see the description is filled in
and if I go over and look inside of here
this is exactly what I put
um in this section
so if I go find that clone deal option right here
you can see the title of the um
the property that was put into Hubspot clone deal
the description is put in there
the options in the drop down are added
so this is a massive
massive time saver especially
if you are an agency owner that has to do or you
you found a niche and you create the same type of
properties over and over and over again for people
um you can create an air table base like this
and with very small amount of setup
you're able to
you know create hundreds
of properties effortlessly
and the best part is there's not going to be any airs
it's gonna be exactly how you do this so
welcome back to the channel
if you're new here
my name is Chris
I'm the owner of Boolean Automation
where we free you up to do what you love
and specifically
we do that in the painting and home service space
so if you're a residential painting owner
or you know someone owns a residential painting company
that is our specialty
we've created
maps and process maps workflows
all the properties that you need to run a business
we can come and teach people in your business
how to do that
we have courses
so you can have your marketing manager
your ops person
your finance person
learn how to use these no code tools
and implement this into your business
the other thing that we do is a software called Boolean
Review this is broad
it is any B to C business can use this
and it is the highest converting Google review software
we use all sorts of no code tools to have built this
but it's a really cool thing that
not only gets you more Google reviews
but gets you Google reviews with SEO keywords in them
with photos from your customers stories
your employees get mentioned by name um
and you can all show on the screen here
we've done this for
countless home service businesses
this does work outside of home service
but if your home service business in particular
this will absolutely dominate for you
so if you want more information
you can click the links down below
but that's what we do here at Boolean
now let's get into this video
alright so first thing
I'm going to make all this stuff available to you
um my team has spent a lot of time building this out
so I'm going to
uh provide the link to this template down below
so you can at least get started
with some basic properties
and then your
it'll be up to you to
you know name them
come up with what properties you want to put in here
um but I'll show you exactly how you get this set up
so the first thing is
you're going to go and duplicate
uh this uh base
so I'm gonna show you how that's going to work
so when you click on the link below
you're gonna be taken to a screen like this
you're gonna click Copy Base
you're gonna save this base into your account
if you don't have an Air Table account
you can use our um
uh referral link down below
shows a little bit of love
back to the channel
helps us continue to create videos like this
if you do have an Air Table account
just go ahead and log in
alright so after you um log into your Hubspot account
you can uh open up this property or this base
and then you're going to go
into the Hubspot Accounts tab
so as you can see here
I'm going to have these couple examples
I've already deactivated this private app token
so um disregard this
you're gonna overwrite this
um but as you can see
I just put a couple here
and the reason that we built it like this is because
again at Boolean
we're doing this for a number of painting clients at
um you know
just one after the other after the next
so think of this as you can
put all of your different client accounts in here
and you can create private apps inside of Hubspot
and associate the name of that client
the account number of the Hubspot account number
and then their private app token
so how to make a private app token
that's going to be used for this specific purpose
you're gonna go to Hubspot
go you have to be a super admin to do this
and you're going to go to private apps
and then inside of private apps
you're going to click create a private app
and then we can call this the Hubspot
property creation robot
um or whatever cool name you wanna use there
and then under scopes you're gonna search for schema
and you're gonna put in the right
uh check the right fields there and click create app
continue editing
and so now this token that get is shown here
we're going to copy this
and I'm gonna go back over to here
and I'm gonna paste in that token
and then the account number is
the account number
if you were
click over on the side here
you can see that this number shown underneath here
that is your um
account number
we're going to take this account number
uh it to copy it
the easiest way is actually inside of the browser here
you can copy that first set of digits right
after private apps
so I'm gonna copy that
go over to Airtable
paste that number in which I've already done
you can see
and then again
just keep in mind that you can do this and have
several different client accounts in here
when I go back over to the Hubspot property table um
you can see that I'm choosing which account I want to
associate these
um properties with
so for example
right now they're all set up to
the Hubspot demo account
if I had multiple clients in here
I could choose
I want this to be associated with client No. 1
and then their private
app token would get populated over here so
um for the sake of this
all of the properties that I'm going to be creating
are for the subspot demo account
so that will be
like that alright
and then the final step is you actually the
the powerhouse behind this entire thing
the reason that this works
is because of the
script that we wrote in the automation and air table um
in order to run Javascript
just as a side note
you do have to have a paid air table account
but assuming
you do have that um
you would be good to go if
if you're someone that's just looking to
use this one time
just a note
you could upgrade for a single month
pay like $10 to Air table
and then downgrade your subscription
but if you're an agency owner
first of all
you probably should be using Air Table
for a lot more than you are right now um
and there's
countless other tools and things that you
can build inside of Air Table that again
just give this very simple user interface to
to do that so
um in this with the runner script here
if I go um in order to turn this on
you will have to test each step um
I've already done that
but you're gonna go in here and you know
click choose a record
and um if you don't see a record in here to start
um you do need to go
just check the box for one of these
so just like click check
create property
and then when you go back to choose a record
you will see an option there to select
so we're gonna do that
then we can go and we can test each one of these
so click Test Action
once that runs
then you're gonna go
again and click um
generate a preview
and then once you do that
you'll see that it will allow you to turn this
automation on
and the creating of the
properties won't happen unless the
automation is on
so once the
automation is turned on
then you can come back over to this data tab
and that's when
you can go in
and you can create
multiple properties at the same time so
um if I go back over to
the account here
the first thing you need to do prior to actually doing
actually running this is you do need to make a group
that matches the group name that you have for like
these are all the contact records that I wanna create
so you can see that in here
I have created a group name that is called Custom
Properties um
I had some other ones in here
you could call it contact information
company information whatever
if I wanted to put the property that I'm making
into this contact information field
um I could choose that
and this is the Hubspot group that was created
to start with
I like creating a separate group so I can keep track of
all the custom properties that I make
so you're just gonna go to create group and Hubspot
custom properties
and then save that
and that's going to show you
uh a new group here
but the key is that that custom properties matches
the custom properties here um
the capitalization
um does not matter
but the space does
so if you have a space in your name
of the group that you create
it will be an underscore in the group name field um
so my recommendation is just
use the term custom properties
you can get this all working um
and then the last thing
you're going to do is actually um
write list out all the properties that you wanna make
so if I was going to do this from scratch
I can like let's say that
you want to have a contact property that is called
um you know
Maiden name
so I could call the label is gonna be made in name
and you can see that we put in some
um code here that
automatically fills in the internal name
I could put a description here that the contacts
made in name
I've got a bunch of filters that
are rearranging things here for me
but contacts
Maiden name
this is going to be in the custom property group
this is going to be a string
it is a text field
the form would be true
uh options is irrelevant in this case
and it's going under the contacts property um
I do this is just to organize
properties that you
that are native in Hubspot or that you need to create
so this one you can kind of ignore
and then the last thing
that I do need to check
which account I wanna create this for
um so now you can see when I click
Create Property
um we'll watch this run
and it's going to tell us success
and there you go
when there's no air detail
there's nothing
it means it works successfully
so if I go over here and go to Custom
Properties Properties
the group I wanna look at is Custom Properties
I'm gonna refresh this
and there you go
you can see that the Maiden name feel was created
even brought in that description that I wrote in
um just super
super powerful so again
if I wanted to do this for lots
I can just check all these boxes
and just like you would expect
um they're gonna start populating through the air table
script um success
um this one
so here's a great example
since there's an error
and the reason that there's an error
it gives you feedback right here
is that the work email already exists
so in this case
um the same thing would happen
if I did this Maiden name one again
so I've already done it once
but if I were to try and recreate
um it's going to tell me air
this is already a property in the system
so either you can just
that you know
helps prevent
it helps prevent creating duplicates
but if for some reason I actually did want
that work email to crew or to exist
maybe I put a typo in there
that's something else
I could call it like work email to
and then that will get updated
and now if I delete the air message
I can try again to create
and you'll see once this processes again
that it will successfully create work email too
and then once that does
there we go success
I can go refresh the list here
and you can see boom
all those properties have been created for you so
um as you can probably guess
this part here of writing down and creating
all the properties that you need or that you want um
that is gonna take a little bit of time however
this is very powerful
if this is something that you do frequently
so if you have a set
like list of properties or you know
say there's a list of 150 properties
and when you're working with or getting a
an account set up
you have to do this for
you know there's
you pick and choose which properties a client needs um
you can set this up
so you've got your entire list of properties
in your Airtable
and then you just get that private app key
for the client
and then you're just clicking create
um the checkbox here and all those get created
as soon as you check the box
and the last thing I'll say is that we
did break this up for contacts
companies and deals um
and so you can create the properties
you have to make sure
like if this one was supposed to be a company property
instead of a contact
all you have to do is click company
and it's going to move it down to that
company section there
um and just like with everything else in air table
um you can you know
get rid of the filters and stuff
or the sorting of things
if I don't wanna group it
I can turn that off
so it's just one big list
I kinda like grouping it by property type
cause it's just
it's nice to be working with all the contact properties
all the deal properties etc
so um I'd highly recommend doing that
but that is the process in the video so
um hopefully this was helpful to you
this is something that literally took my team
um I don't even know
about two weeks of trial and error testing
we worked in
on Hubspots API
to build this
so it would mean the world if you could um
share this video with other people
if you've got referrals for painting companies
that need to optimize their business processes
send them our way
like I said at the beginning
check those links at the bottom
if you need more help
and there is something in here
that didn't quite make sense
or something's not working for you
don't hesitate to reach out
I'm gonna provide a link to book a time on my calendar
if you like to chat
chat about automation
um then don't forget to check
the other links that I mentioned at the beginning
the Boolean review software and whatnot
but um if you like automation
tips and tricks
or you're in the painting industry
definitely subscribe
this is the type of content that I put
out here at Boolean
where we free you up to do what you love
I'm in my Hubspot demo account
we've got you know
70 80 100 custom properties inside of Hubspot
I have the best trick for you
this is literally
I'm gonna just jump straight to the punchline and show
you that in this tool that I have created
I can create 100 properties in Hubspot
in a matter of seconds
so check this out
so as you can see
I have a group that I have created
that's called Custom Properties
and the if I go to view that group
there is no properties
inside this Custom Properties group right now
I go over to air table
and I'm just literally going to check the box on this
so I'm gonna copy this check box
and then I'm gonna paste it down
here to all these values
and you'll see in just a second
as this starts thinking
check all these boxes and you're gonna see
that these just start populating with the word success
so boom every one of those that says success
if I go over and refresh Hubspot here
you can see that
these properties are being created in real time
so I click back over here
more of them are getting populated boom
boom boom boom
come back and check this out
and this is the part that is absolutely amazing
is that it's literally creating
dozens of properties in a matter of seconds
as opposed to the traditional way of going in here
and clicking
you know which I wanna do for this
pick the group that I wanna do it in label it
describe it
it's just incredibly tedious and takes a very long time
and if you go and look at any one of these properties
um it's completely filled out
like the exact way that I had this in here
so I can go look
it's got a description in here
so if you go on and look at any one of these
the deal title exactly as it was written
I can see all of the values in the drop down
are filled out exactly like I had it before
you can see the description is filled in
and if I go over and look inside of here
this is exactly what I put
um in this section
so if I go find that clone deal option right here
you can see the title of the um
the property that was put into Hubspot clone deal
the description is put in there
the options in the drop down are added
so this is a massive
massive time saver especially
if you are an agency owner that has to do or you
you found a niche and you create the same type of
properties over and over and over again for people
um you can create an air table base like this
and with very small amount of setup
you're able to
you know create hundreds
of properties effortlessly
and the best part is there's not going to be any airs
it's gonna be exactly how you do this so
welcome back to the channel
if you're new here
my name is Chris
I'm the owner of Boolean Automation
where we free you up to do what you love
and specifically
we do that in the painting and home service space
so if you're a residential painting owner
or you know someone owns a residential painting company
that is our specialty
we've created
maps and process maps workflows
all the properties that you need to run a business
we can come and teach people in your business
how to do that
we have courses
so you can have your marketing manager
your ops person
your finance person
learn how to use these no code tools
and implement this into your business
the other thing that we do is a software called Boolean
Review this is broad
it is any B to C business can use this
and it is the highest converting Google review software
we use all sorts of no code tools to have built this
but it's a really cool thing that
not only gets you more Google reviews
but gets you Google reviews with SEO keywords in them
with photos from your customers stories
your employees get mentioned by name um
and you can all show on the screen here
we've done this for
countless home service businesses
this does work outside of home service
but if your home service business in particular
this will absolutely dominate for you
so if you want more information
you can click the links down below
but that's what we do here at Boolean
now let's get into this video
alright so first thing
I'm going to make all this stuff available to you
um my team has spent a lot of time building this out
so I'm going to
uh provide the link to this template down below
so you can at least get started
with some basic properties
and then your
it'll be up to you to
you know name them
come up with what properties you want to put in here
um but I'll show you exactly how you get this set up
so the first thing is
you're going to go and duplicate
uh this uh base
so I'm gonna show you how that's going to work
so when you click on the link below
you're gonna be taken to a screen like this
you're gonna click Copy Base
you're gonna save this base into your account
if you don't have an Air Table account
you can use our um
uh referral link down below
shows a little bit of love
back to the channel
helps us continue to create videos like this
if you do have an Air Table account
just go ahead and log in
alright so after you um log into your Hubspot account
you can uh open up this property or this base
and then you're going to go
into the Hubspot Accounts tab
so as you can see here
I'm going to have these couple examples
I've already deactivated this private app token
so um disregard this
you're gonna overwrite this
um but as you can see
I just put a couple here
and the reason that we built it like this is because
again at Boolean
we're doing this for a number of painting clients at
um you know
just one after the other after the next
so think of this as you can
put all of your different client accounts in here
and you can create private apps inside of Hubspot
and associate the name of that client
the account number of the Hubspot account number
and then their private app token
so how to make a private app token
that's going to be used for this specific purpose
you're gonna go to Hubspot
go you have to be a super admin to do this
and you're going to go to private apps
and then inside of private apps
you're going to click create a private app
and then we can call this the Hubspot
property creation robot
um or whatever cool name you wanna use there
and then under scopes you're gonna search for schema
and you're gonna put in the right
uh check the right fields there and click create app
continue editing
and so now this token that get is shown here
we're going to copy this
and I'm gonna go back over to here
and I'm gonna paste in that token
and then the account number is
the account number
if you were
click over on the side here
you can see that this number shown underneath here
that is your um
account number
we're going to take this account number
uh it to copy it
the easiest way is actually inside of the browser here
you can copy that first set of digits right
after private apps
so I'm gonna copy that
go over to Airtable
paste that number in which I've already done
you can see
and then again
just keep in mind that you can do this and have
several different client accounts in here
when I go back over to the Hubspot property table um
you can see that I'm choosing which account I want to
associate these
um properties with
so for example
right now they're all set up to
the Hubspot demo account
if I had multiple clients in here
I could choose
I want this to be associated with client No. 1
and then their private
app token would get populated over here so
um for the sake of this
all of the properties that I'm going to be creating
are for the subspot demo account
so that will be
like that alright
and then the final step is you actually the
the powerhouse behind this entire thing
the reason that this works
is because of the
script that we wrote in the automation and air table um
in order to run Javascript
just as a side note
you do have to have a paid air table account
but assuming
you do have that um
you would be good to go if
if you're someone that's just looking to
use this one time
just a note
you could upgrade for a single month
pay like $10 to Air table
and then downgrade your subscription
but if you're an agency owner
first of all
you probably should be using Air Table
for a lot more than you are right now um
and there's
countless other tools and things that you
can build inside of Air Table that again
just give this very simple user interface to
to do that so
um in this with the runner script here
if I go um in order to turn this on
you will have to test each step um
I've already done that
but you're gonna go in here and you know
click choose a record
and um if you don't see a record in here to start
um you do need to go
just check the box for one of these
so just like click check
create property
and then when you go back to choose a record
you will see an option there to select
so we're gonna do that
then we can go and we can test each one of these
so click Test Action
once that runs
then you're gonna go
again and click um
generate a preview
and then once you do that
you'll see that it will allow you to turn this
automation on
and the creating of the
properties won't happen unless the
automation is on
so once the
automation is turned on
then you can come back over to this data tab
and that's when
you can go in
and you can create
multiple properties at the same time so
um if I go back over to
the account here
the first thing you need to do prior to actually doing
actually running this is you do need to make a group
that matches the group name that you have for like
these are all the contact records that I wanna create
so you can see that in here
I have created a group name that is called Custom
Properties um
I had some other ones in here
you could call it contact information
company information whatever
if I wanted to put the property that I'm making
into this contact information field
um I could choose that
and this is the Hubspot group that was created
to start with
I like creating a separate group so I can keep track of
all the custom properties that I make
so you're just gonna go to create group and Hubspot
custom properties
and then save that
and that's going to show you
uh a new group here
but the key is that that custom properties matches
the custom properties here um
the capitalization
um does not matter
but the space does
so if you have a space in your name
of the group that you create
it will be an underscore in the group name field um
so my recommendation is just
use the term custom properties
you can get this all working um
and then the last thing
you're going to do is actually um
write list out all the properties that you wanna make
so if I was going to do this from scratch
I can like let's say that
you want to have a contact property that is called
um you know
Maiden name
so I could call the label is gonna be made in name
and you can see that we put in some
um code here that
automatically fills in the internal name
I could put a description here that the contacts
made in name
I've got a bunch of filters that
are rearranging things here for me
but contacts
Maiden name
this is going to be in the custom property group
this is going to be a string
it is a text field
the form would be true
uh options is irrelevant in this case
and it's going under the contacts property um
I do this is just to organize
properties that you
that are native in Hubspot or that you need to create
so this one you can kind of ignore
and then the last thing
that I do need to check
which account I wanna create this for
um so now you can see when I click
Create Property
um we'll watch this run
and it's going to tell us success
and there you go
when there's no air detail
there's nothing
it means it works successfully
so if I go over here and go to Custom
Properties Properties
the group I wanna look at is Custom Properties
I'm gonna refresh this
and there you go
you can see that the Maiden name feel was created
even brought in that description that I wrote in
um just super
super powerful so again
if I wanted to do this for lots
I can just check all these boxes
and just like you would expect
um they're gonna start populating through the air table
script um success
um this one
so here's a great example
since there's an error
and the reason that there's an error
it gives you feedback right here
is that the work email already exists
so in this case
um the same thing would happen
if I did this Maiden name one again
so I've already done it once
but if I were to try and recreate
um it's going to tell me air
this is already a property in the system
so either you can just
that you know
helps prevent
it helps prevent creating duplicates
but if for some reason I actually did want
that work email to crew or to exist
maybe I put a typo in there
that's something else
I could call it like work email to
and then that will get updated
and now if I delete the air message
I can try again to create
and you'll see once this processes again
that it will successfully create work email too
and then once that does
there we go success
I can go refresh the list here
and you can see boom
all those properties have been created for you so
um as you can probably guess
this part here of writing down and creating
all the properties that you need or that you want um
that is gonna take a little bit of time however
this is very powerful
if this is something that you do frequently
so if you have a set
like list of properties or you know
say there's a list of 150 properties
and when you're working with or getting a
an account set up
you have to do this for
you know there's
you pick and choose which properties a client needs um
you can set this up
so you've got your entire list of properties
in your Airtable
and then you just get that private app key
for the client
and then you're just clicking create
um the checkbox here and all those get created
as soon as you check the box
and the last thing I'll say is that we
did break this up for contacts
companies and deals um
and so you can create the properties
you have to make sure
like if this one was supposed to be a company property
instead of a contact
all you have to do is click company
and it's going to move it down to that
company section there
um and just like with everything else in air table
um you can you know
get rid of the filters and stuff
or the sorting of things
if I don't wanna group it
I can turn that off
so it's just one big list
I kinda like grouping it by property type
cause it's just
it's nice to be working with all the contact properties
all the deal properties etc
so um I'd highly recommend doing that
but that is the process in the video so
um hopefully this was helpful to you
this is something that literally took my team
um I don't even know
about two weeks of trial and error testing
we worked in
on Hubspots API
to build this
so it would mean the world if you could um
share this video with other people
if you've got referrals for painting companies
that need to optimize their business processes
send them our way
like I said at the beginning
check those links at the bottom
if you need more help
and there is something in here
that didn't quite make sense
or something's not working for you
don't hesitate to reach out
I'm gonna provide a link to book a time on my calendar
if you like to chat
chat about automation
um then don't forget to check
the other links that I mentioned at the beginning
the Boolean review software and whatnot
but um if you like automation
tips and tricks
or you're in the painting industry
definitely subscribe
this is the type of content that I put
out here at Boolean
where we free you up to do what you love
I'm in my Hubspot demo account
we've got you know
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