UCM Vet Hubspot Feed Data Questions

Owned by Elizabeth Storrs, created
Last updated: Aug 09, 2024
3 min read

Slate Instance

Vet

Requestor/Reporter

Sananda Roy

Date

6/28/2024

Status

IN PROCESS Waiting

Bug Description

process and technical issues that create a mismatch between Hubspot data and Slate data

Issue Description

“While working on the Cummings Enrollment dashboard I noticed that there is a mismatch of records in the Inquiries data that I receive for the dashboard and data directly from HubSpot. There are 460 records in HubSpot that do not have a match in the Slate data that I receive. There are around 300 records in Slate that are not in HubSpot. Is it possible to check the HubSpot flag? I can share with you the list of records that do not have a match, let me know if that is helpful.”

Troubleshooting/Research

Assumptions: “In Slate” means in the data feed

  • pulled both of the feeds from Slate and made them a single spreadsheet with a new column for which spreadsheet they came from

  • compared the e-mail addresses in my Slate sheet to Sananda’s

  • VLOOKUP returns ‘app’ or 'prospect' if they are being sent back in the Slate export

For the 460 not found in the Slate Prospect feed

  • 324 applicant status (so in App feed)

  • 7 test records

  • 49 with weird formatting, emojis, diacritics:

image-20240705-233611.png
I don't know if this is a problem, but it seems possible, since the records on this list of people who have applications and also have weird name formatting have normal formatting in Slate.

  • 10 records where the e-mail address was deleted or updated manually by Vet staff

image-20240705-234811.png

  • 3 who came without an e-mail address

  • 2 came in different feeds than what Sananda sent, and were appropriately created then under different addresses--these rows were not sent to Slate.

The import date and the create date here look odd, but it looks like there was a year-long backup that all got put through in November 2023, starting 10/26/2022.

Then there is the REALLY weird one:

For the 300 not found in the Slate data

They were applicants, but did not have the HubSpot Lead flag set. (Probably part of the same issue as above where the data was ‘not found’.

Technical issues identified:

  • some Hubspot records never made it into the incoming feed

  • data needs to be cleaned/normalized

  • Vet application data feed did not have Hubspot flag (added 7/8/2024); is not in Nutrition (and potentially should be added)

Process issues:

  • e-mail addresses are not stable data points--can be manipulated. Consider changing to Slate ID for matching.

 

Resolution Steps