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URL: https://www.cdata.com/kb/tech/hubspot-odata-microsoft-flow.rst

⇱ Automate Tasks in Power Automate Using the CData API Server

Automate Tasks in Power Automate Using the CData API Server

👁 Jerod Johnson
Jerod Johnson
Director, Technology Evangelism
Automate HubSpot actions in Microsoft Flow — sending emails, posting to social media, or syncing CRM and ERP.

Power Automate (Microsoft Flow) makes it easy to automate tasks that involve data from multiple systems, on premises or in the cloud. With the CData API Server, line-of-business users have a native way to create actions based on HubSpot triggers in Power Automate; the API Server makes it possible for SaaS applications like Power Automate to integrate seamlessly with HubSpot data through data access standards like Swagger and OData. This article shows how to use wizards in Power Automate and the API Server for HubSpot to create a trigger -- entities that match search criteria -- and send an email based on the results.

About HubSpot Data Integration

CData provides the easiest way to access and integrate live data from HubSpot. Customers use CData connectivity to:

  • Access HubSpot without worrying about API updates or changes.
  • Access custom objects and fields in HubSpot with no extra configuration steps involved.
  • Use SQL stored procedures to perform functional operations like uploading or downloading attachments, inserting engagements, and creating or deleting custom objects or fields.

Users frequently integrate HubSpot with analytics tools such as Tableau, Power BI, and Excel, and leverage our tools to replicate HubSpot data to databases or data warehouses.

To learn about how other customers are using CData's HubSpot solutions, check out our blog: Drivers in Focus: Simplified HubSpot Connectivity.


Getting Started


Set Up the API Server

Follow the steps below to begin producing secure and Swagger-enabled HubSpot APIs:

Deploy

The API Server runs on your own server. On Windows, you can deploy using the stand-alone server or IIS. On a Java servlet container, drop in the API Server WAR file. See the help documentation for more information and how-tos.

The API Server is also easy to deploy on Microsoft Azure, Amazon EC2, and Heroku.

Connect to HubSpot

After you deploy, provide authentication values and other connection properties by clicking Settings -> Connections in the API Server administration console. You can then choose the entities you want to allow the API Server access to by clicking Settings -> Resources.

HubSpot uses the OAuth authentication standard. You can use the embedded OAuthClientId, OAuthClientSecret, and CallbackURL or you can obtain your own by registering an app.

See the Getting Started chapter of the help documentation for a guide to using OAuth.

You will also need to enable CORS and define the following sections on the Settings -> Server page. As an alternative, you can select the option to allow all domains without '*'.

  1. Access-Control-Allow-Origin: Set this to a value of '*' or specify the domains that are allowed to connect.
  2. Access-Control-Allow-Methods: Set this to a value of "GET,PUT,POST,OPTIONS".
  3. Access-Control-Allow-Headers: Set this to "x-ms-client-request-id, authorization, content-type".

Authorize API Server Users

After determining the OData services you want to produce, authorize users by clicking Settings -> Users. The API Server uses authtoken-based authentication and supports the major authentication schemes. You can authenticate as well as encrypt connections with SSL. Access can also be restricted by IP address; access is restricted to only the local machine by default.

For simplicity, we will allow the authtoken for API users to be passed in the URL. You will need to add a setting in the Application section of the settings.cfg file, located in the data directory. On Windows, this is the app_data subfolder in the application root. In the Java edition, the location of the data directory depends on your operation system:

  1. Windows: C:\ProgramData\CData
  2. Unix or Mac OS X: ~/cdata 
[Application]
AllowAuthtokenInURL = true

Add HubSpot Data to a Flow

You can use the built-in HTTP + Swagger connector to use a wizard to design a HubSpot process flow:

  1. In Power Automate, click My Flows -> Create from Blank.
  2. Select the Recurrence action and select a time interval for sending emails. This article uses 1 day.
  3. Add an HTTP + Swagger action by searching for Swagger.
  4. Enter the URL to the Swagger metadata document: 
    https://MySite:MyPort/api.rsc/@MyAuthtoken/$oas
  5. Select the "Return Prospects" operation.

  6. Build the OData query to retrieve HubSpot data. This article defines the following OData filter expression in the $filter box:

    Region eq 'ONTARIO'

    See the API Server help documentation for more on filtering and examples of the supported OData.

👁 The wizard to build the OData query. (Salesforce is shown.)

Trigger an Action

You can now work with Prospects entities in your process flow. Follow the steps to send an automated email:

  1. Add an SMTP - Send Email action.
  2. Enter the address and credentials for the SMTP server and name the connection. Be sure to enable encryption if supported by your server.
  3. Enter the message headers and body. You can add HubSpot columns in these boxes. 👁 An email to be populated with results from an OData query. (Salesforce is shown.)