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HubSpot CRM Smart Fields & Images in Marq

Say goodbye to manual data entry and outdated documents. HubSpot CRM smart fields and image sync in Marq create living documents that automatically update when your CRM data changes. No more jumping between tabs, copying and pasting, or worrying about outdated information in your sales collateral.

What You'll Learn

  • How to sync HubSpot data fields automatically into Marq templates
  • How to sync company logos and images from HubSpot deal records
  • How to create living documents that update when CRM data changes
  • How to configure custom data and image fields in app settings
  • How to replace and swap images seamlessly within projects

How HubSpot Smart Fields Work

Smart fields create a direct, dynamic connection between your HubSpot CRM and Marq templates. When you add a logo to a deal record or update a company name in HubSpot, the Marq app recognizes the change instantly. Your documents become living entities that reflect real-time CRM datano manual intervention required.

Real-Time Data Synchronization

The Marq HubSpot integration continuously monitors your CRM for changes. When you create a project from a template:

  • Data fields automatically populate with current HubSpot deal, company, and contact information
  • Images sync instantly from HubSpot file properties and attachments
  • Changes propagate in real-time when you update CRM data
  • Multiple image options available if multiple files are attached to a deal

Living Documents vs. Static Files

Traditional Approach
  • Manual copy-paste from CRM
  • Searching for logos online
  • Documents outdated immediately
  • Jumping between tabs constantly
  • Risk of using wrong data
Smart Fields Approach
  • Automatic data population
  • Logos sync from CRM attachments
  • Always current information
  • Single workflow in Marq
  • Zero risk of data errors

Syncing Images from HubSpot

Step 1: Upload Images to HubSpot Deal Record

  1. Navigate to your HubSpot CRM and open the relevant deal record
  2. Locate the logo or image field configured in your deal properties
  3. Click "Add Files" to upload one or more images
  4. Upload company logos, product images, or any visual assets you need
  5. The Marq app automatically recognizes when new files are added

Note: You can upload multiple logo options or images. Marq will display all available files, allowing you to choose which one to use in your project.

Step 2: Create Project from Template

  1. In HubSpot, open the deal record with newly uploaded images
  2. Launch the Marq app from within the HubSpot deal view
  3. Select your proposal, presentation, or collateral template
  4. Click "Create" to generate a new project
  5. The Marq app pulls in the uploaded logo automatically

Step 3: Select and Use Images

When your project opens in Marq:

  • Default selection: The first uploaded image appears in designated image smart fields
  • Multiple options: If you uploaded multiple files, all appear in your "Created Project" section
  • Easy swapping: Click on any image and select "Replace Image" to choose a different uploaded file
  • Instant updates: Selected images populate throughout the template wherever image smart fields exist
Pro Tip: Upload multiple logo variations (horizontal, vertical, icon-only) to HubSpot so you can quickly choose the best option for different template layouts.

Syncing Data Fields from HubSpot

Step 1: Update Data in HubSpot

  1. Open your HubSpot deal record
  2. Update any field you want to sync (company name, contact info, deal value, etc.)
  3. Save the changes in HubSpot

Step 2: Marq Recognizes the Change

The Marq app integration automatically detects when deal data has been modified. This happens in real-timeno refresh or manual sync required.

Step 3: Create or Update Projects

You have two options for applying updated data:

Option A: Create a New Project
  • Launch Marq from the HubSpot deal record
  • Select your template and click "Create"
  • All smart fields populate with the latest HubSpot data
  • Company name, contact details, and custom fields reflect current CRM information
Option B: Update an Existing Project
  • Open an existing Marq project connected to the HubSpot deal
  • Smart fields automatically reflect updated CRM data
  • No manual editing requiredchanges propagate instantly

Speed Example: Updating a company name typically takes 15-20 seconds of copy-paste work. With smart fields, it happens instantly and automatically across all connected projects.

Step 4: Verify Quick and Seamless Updates

As demonstrated in the workflow:

  • Change company name in HubSpot Instantly reflected in Marq
  • Update contact details Automatically populates in templates
  • Modify deal value or stage Smart fields update immediately
  • Add new custom property data Appears in configured smart fields
Living Document Benefit: Your proposals and presentations are never outdated. They act as living documents that always show current information from your CRM.

Configuring Smart Fields in App Settings

To maximize the power of HubSpot smart fields, configure which data and image fields sync to Marq.

Accessing App Settings

  1. Log into your Marq account as an administrator
  2. Navigate to Settings Integrations HubSpot
  3. Click on "App Settings" or "Configure Fields"

Selecting Data Fields

  1. In the Data Fields section, view all available HubSpot properties
  2. Select the data fields you want to sync to Marq templates:
    • Company name
    • Contact name and email
    • Deal amount and stage
    • Industry and company size
    • Custom properties specific to your organization
  3. Click "Save" to enable these fields

Selecting Image Fields

  1. In the Image Fields section, view file upload properties in HubSpot
  2. Select which image fields should sync to Marq:
    • Company logo
    • Product images
    • Brand assets
    • Custom image properties
  3. Click "Save" to enable image synchronization

Using Fields in Template Editor

Once configured, these fields become available in the Marq template editor:

  1. Open a template in the Marq editor
  2. In the left panel, find the "Smart Fields" section
  3. Drag and drop data fields into text boxes where you want CRM data to appear
  4. Drag and drop image fields into image placeholders
  5. Preview and save your template
Pro Tip: Configure fields once at the admin level, and they become available to all users creating templates and projects. This ensures consistency across your organization.

Replacing and Swapping Images

Marq provides flexible image management when multiple files are uploaded to HubSpot.

How to Replace an Image

  1. Open your Marq project created from a HubSpot deal
  2. Click on the image you want to replace
  3. Select "Replace Image" from the context menu
  4. Choose from other images uploaded to the HubSpot deal record
  5. The new image appears instantly in the project

When to Use Image Swapping

  • Logo variations: Switch between horizontal and vertical logo layouts
  • Product images: Choose different product shots for various templates
  • Brand assets: Select alternate color variations or backgrounds
  • Use case imagery: Pick relevant images for specific industries or scenarios
Note: All images uploaded to the HubSpot deal record are available in the "Created Project" section in Marq, making it easy to swap assets without leaving the editor.

Key Benefits of Smart Fields

Eliminate Manual Data Entry

No more copying and pasting company names, contact details, or deal information from HubSpot to documents. Smart fields handle all data transfer automatically.

Always Current Information

Documents update in real-time when CRM data changes. Your proposals and presentations are never outdated, reducing errors and improving professionalism.

Faster Project Creation

Generate personalized, branded collateral in seconds instead of minutes or hours. Sales reps can create custom proposals without waiting for marketing support.

Living Documents

Your content acts as a living document connected to your CRM. Update once in HubSpot, and all connected projects reflect the change immediately.

Seamless Branding

Logos and brand assets sync automatically, ensuring every piece of collateral uses current, approved branding without manual asset management.

Reduced Errors

Eliminate typos and outdated information caused by manual data entry. Smart fields ensure accuracy across all documents.

Use Cases and Examples

Scenario 1: Sales Proposal with Automatic Updates

Challenge: A sales rep needs to create a proposal for a prospect, but the company name changes mid-deal.

Solution: The rep creates a proposal using a Marq template with HubSpot smart fields. Initially, the company is "ABC Corp." After creating the proposal, the prospect informs them the legal entity name is "ABC Corporation International." The rep updates the company name in HubSpot, and the Marq proposal automatically reflects the new name throughoutno manual editing required.

Scenario 2: Multiple Logo Variations

Challenge: A prospect has a horizontal logo and a stacked vertical logo. Different sections of a presentation require different orientations.

Solution: The sales rep uploads both logo files to the HubSpot deal record. When creating the presentation in Marq, the horizontal logo populates by default. For slides with vertical layout, the rep clicks "Replace Image" and selects the vertical logotaking just seconds to optimize branding throughout the presentation.

Scenario 3: Marketing Campaign with CRM Data

Challenge: Marketing needs to create personalized campaign materials for 50 target accounts, each requiring company-specific information and logos.

Solution: Marketing creates a template with HubSpot smart fields for company name, industry, contact person, and logo. For each target account, they upload the company logo to the corresponding HubSpot record and generate a Marq project. Smart fields automatically populate all account-specific information, creating 50 personalized campaign pieces in minutes instead of days.

Scenario 4: Dynamic Proposals for Fast-Moving Deals

Challenge: A SaaS company's sales cycle involves rapid changesdeal values update, contacts change, and requirements evolve daily.

Solution: Sales reps use proposal templates with HubSpot smart fields. As deal details change in HubSpot, the proposals update automatically. When a prospect requests the latest proposal, the rep simply shares the Marq linkknowing all data is current without manually updating anything.

Best Practices

1. Standardize Image Uploads in HubSpot

Establish clear guidelines for your team on uploading images to HubSpot:

  • Use consistent file naming conventions (e.g., "CompanyName-Logo-Horizontal.png")
  • Upload high-resolution images for professional appearance
  • Include multiple variations (horizontal, vertical, icon) when available
  • Store images in designated HubSpot properties configured in Marq

2. Keep HubSpot Data Clean and Complete

Smart fields are only as good as your CRM data. Ensure:

  • Company names are spelled correctly and consistently
  • Contact information is up-to-date
  • Custom properties relevant to collateral are populated
  • Deal stages and values are current

Important: Smart fields pull data exactly as it appears in HubSpot. Typos, inconsistent formatting, or empty fields will appear in your Marq projects. Maintain data hygiene in your CRM for best results.

3. Configure Only Relevant Fields

Don't overwhelm users by syncing every possible HubSpot property. Select only the data and image fields that are commonly used in your templates to keep the interface clean and efficient.

4. Train Your Team on Field Mapping

Ensure your team understands:

  • Which HubSpot fields map to which template sections
  • How to upload images to the correct HubSpot properties
  • How to replace images within Marq projects
  • How updates in HubSpot propagate to existing projects

5. Use Consistent Template Design

When building templates, place smart fields in consistent locations:

  • Company logo in the header or cover page
  • Company name and contact details on every page (if applicable)
  • Deal-specific information (value, stage) in relevant sections
  • Custom property data in designated areas

6. Test Before Scaling

Before rolling out smart fields organization-wide:

  • Create test deal records in HubSpot with sample data
  • Generate Marq projects to verify field mapping
  • Update HubSpot data and confirm changes reflect in Marq
  • Upload multiple images and test replacement functionality

7. Monitor Performance and Feedback

After implementation:

  • Track time saved in proposal creation
  • Gather feedback from sales and marketing teams
  • Identify any fields that should be added or removed
  • Refine templates based on real-world usage patterns

Frequently Asked Questions

How quickly do changes in HubSpot appear in Marq?

Changes are near-instantaneous. The Marq HubSpot integration monitors CRM data continuously. When you update a field in HubSpot, the change typically appears in Marq within secondsno manual refresh or sync required.

Can I use smart fields with existing projects, or only new ones?

Smart fields work with both new and existing projects. If you update data in HubSpot, any Marq project connected to that deal record will reflect the updated information. This makes your existing collateral act as living documents.

What happens if I delete an image from HubSpot?

If you delete an image from a HubSpot deal record, it will no longer be available in Marq projects. Existing projects that already use the image will retain it, but you won't be able to select it when creating new projects or replacing images.

Can I upload multiple images to a single HubSpot deal?

Yes. You can upload multiple logo variations, product images, or brand assets to a single deal record. All uploaded images appear in Marq, and you can easily swap between them using the "Replace Image" functionality.

Do smart fields work with custom HubSpot properties?

Absolutely. You can configure any HubSpot propertyincluding custom properties specific to your organizationto sync with Marq as a smart field. This allows you to tailor the integration to your unique business processes.

What image formats are supported?

Marq supports common image formats including PNG, JPG, JPEG, GIF, and SVG. For best results, use PNG or SVG formats for logos to ensure transparency and scalability.

Can I override smart field data manually in a project?

Yes. While smart fields populate automatically, you can manually edit any text field within a Marq project if you need to customize content for a specific use case. Manual edits will remain until you choose to refresh from HubSpot data.

Do I need special permissions in HubSpot to use smart fields?

Users need appropriate HubSpot permissions to view and edit deal records. Administrators configuring the Marq integration need HubSpot admin access to set up field mappings and app settings.

What if a smart field is empty in HubSpot?

If a HubSpot field is empty or null, the corresponding smart field in Marq will also be empty. This won't break your templateit simply won't display any data in that section. Ensure critical fields are populated in HubSpot for complete documents.

Can I use smart fields with templates shared across teams?

Yes. Once an administrator configures HubSpot smart fields, any template using those fields will work for all users who have access. This ensures consistency and efficiency across sales, marketing, and other teams.

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Need Help? If you have questions about configuring HubSpot smart fields or need assistance with your integration setup, contact your Marq administrator or reach out to Marq support at support@marq.com.