Zendesk and HubSpot Ticket and Contact Synchronization Automation

Workflow Name

Zendesk and HubSpot Ticket and Contact Synchronization Automation

Key Features and Highlights

This workflow enables bidirectional data synchronization and automatic updates between Zendesk tickets and HubSpot tickets and contacts, ensuring data consistency across customer support requests and sales management systems. Triggered on a scheduled basis, it automatically detects newly updated tickets in Zendesk, retrieves requester user information, and synchronizes by creating or updating the corresponding contacts and tickets in HubSpot. It also updates external IDs in both systems to establish mutual data linkage. The workflow incorporates conditional logic to differentiate between existing and new tickets, automatically selecting the appropriate operation path, significantly enhancing collaboration efficiency between customer support and sales teams.

Core Problems Addressed

• Eliminates data silos of customer tickets and contact information between Zendesk and HubSpot
• Automates synchronization and updates of customer support requests, preventing duplicate entries and data lag
• Ensures real-time consistency of tickets and customer information across both systems
• Reduces manual operations, improving data management efficiency and accuracy

Use Cases

• Customer support teams needing to synchronize Zendesk customer ticket information to HubSpot sales management system
• Sales teams relying on HubSpot to manage customer contacts and ticket data while maintaining real-time consistency with Zendesk
• Multi-system integration environments requiring automated flow and unified management of tickets and customer information
• Enterprises requiring periodic batch synchronization and updates of customer service data

Main Process Steps

1. Scheduled Trigger (every 5 minutes): Initiate the workflow and retrieve the last execution timestamp
2. Query Zendesk Tickets: Fetch all tickets updated since the last execution
3. Retrieve Requester User Information: For each ticket, call Zendesk API to get detailed requester data
4. Filter and Organize User Data: Extract essential fields such as contact ID, email, name, etc.
5. Determine Ticket Existence (based on External Id): Distinguish between existing and new tickets
6. Process Existing Tickets: Update corresponding ticket information in HubSpot
7. Contact Synchronization: Create or update contact information in HubSpot
8. Update Zendesk User External Id: Synchronize HubSpot contact ID back to Zendesk user
9. Process New Tickets: Create new tickets in HubSpot and associate them with contacts
10. Update Zendesk Ticket External Id: Write HubSpot ticket ID back to Zendesk ticket
11. Record Current Execution Time: Prepare for the next synchronization cycle

Involved Systems or Services

• Zendesk: Customer support ticket and user information APIs
• HubSpot: Ticket and contact management platform, utilizing OAuth2 authentication
• n8n Nodes: Cron scheduled triggers, conditional logic, data merging, script function handling, and other workflow controls

Target Users and Value

• Enterprises whose customer support and sales teams require cross-system collaboration
• Organizations seeking automated synchronization of customer tickets and contacts to reduce duplicate input and data inconsistency
• Technical teams leveraging n8n for business process automation
• Organizations aiming to enhance customer service response efficiency and sales lead management quality

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By leveraging intelligent automation, this workflow breaks down data barriers between Zendesk and HubSpot, achieving seamless synchronization of customer tickets and contact information. It significantly improves data accuracy and business collaboration efficiency, making it an ideal solution for digital transformation in customer service and sales management.