The purpose of this article is to define which fields and what details are required for inputting client company information in both HubSpot and Pzzle.

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This article assumes the user has access to HubSpot and/or Pzzle and is able to obtain all of the required information to successfully update the client company record in both systems.

There is a risk of the user inputting the incorrect information in the required field(s).

The system records cannot be updated without the required information gathered during the discovery and/or sales process.

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Source Verification: Before inputting any company data into HubSpot or Pzzle, ensure the information is obtained from a verified source.

Company Legal Name: Must be procured directly from the Secretary of State or an equivalent authoritative body.

Access Credentials: The user must have appropriate access credentials to the respective systems (HubSpot and Pzzle) to input data.

Data Accuracy: Ensure that the information being entered is accurate and free of any errors. Cross-checking with multiple sources is recommended if possible.

Logging In:

For HubSpot & centrexIT’s CRM: Go to the respective login page and enter your credentials. Navigate to the ‘Clients’ or ‘Companies’ section. For Pzzle: Access the ITSM platform, sign in, and head to the ‘Company Data’ section.

Data Entry:

Manual Entry: Click on ‘Add New’ or ‘New Company’ and manually input the required fields. Bulk Upload: If uploading in bulk, use the ‘Import’ or ‘Bulk Upload’ option, ensuring the file format matches the system’s requirements (usually CSV or Excel).

Field Input: The following fields are REQUIRED* and IMPORTED into Pzzle:

Company Domain Name Company Name Company Legal Name (validate using the Secretary of State website) Company Common Name Company Name Abbreviation Website URL Phone Number Street Address Street Address 2 City State/Region Postal Code Country/Region Pzzle Industry Description

*Please review the attached Data Entry Standards HubSpot & Pzzle worksheet for additional details.

Field Input: The following fields are Optional:

Add Point of Contact Contact Numbers Email Address(es) Additional notes or comments (if any) Add Deal to Monthly Recurring Revenue (MRR) and/or Non-Recurring Revenue (NRR) Deal Board(s) (if any)

Deal Stage Trigger: Once a Deal on either the MRR or NRR Deal Board is moved to Network Assessment Scheduled, then a HubSpot automation is triggered to set the Pzzle sync property to “Yes” (which pushes the company data to Pzzle). The fields listed above MUST be entered AND validated BEFORE moving the Deal to the Network Assessment Scheduled stage.

Data Review: Once all data is entered, review it for any errors or missing information.

Submission: After verifying, submit/save the data. For bulk uploads, the system may take a few moments to process the information.

Log Out: Always securely log out from the system once work is complete.

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HubSpot Data Entry Best Practices: https://www.hubspot.com/resources

Data Privacy Standards: https://www.internationaldataprotection.com/

Secretary of State Company Verification: https://www.sos.state.%3Cyour_state%3E.us/

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1. HubSpot: A popular Customer Relationship Management (CRM) software that helps businesses manage their leads, customers, and sales processes.

2. Pzzle: CentrexIT’s IT Service Management (ITSM) tool, which aids in managing IT-related services, requests, and assets.

3. Verified Source: An original or authoritative source that provides genuine and accurate information.

4. Secretary of State: An official government body responsible for company registrations, among other roles, in many U.S. states.

5. Company Domain Name: The unique name that identifies a website on the internet. It is the address where internet users can access the company’s website. A company domain name typically ends in extensions like .com, .net, .org, etc. Example: For the website “www.example.com”, the domain name is “example.com”.

6. Company Name: The official legal name under which a company is registered and conducts business. This is typically the name recognized by governing authorities and used in formal business transactions. Example: “Tech Innovations LLC”.

7. Company Nickname: An informal or colloquial name by which a company is commonly known, but which is not its official business name. This can be a shorter version of the company name or a name that reflects the brand identity. Example: For “McDonald’s Corporation”, the nickname might be “Mickey D’s”.

8. Company Address: The physical location of a company’s primary place of business. This includes the street name, number, city, state, zip code, and country. Example: “123 Tech Street, Innovation City, CA 98765, USA”.

9. Company Contact Numbers: The phone number(s) provided by a company for communication purposes. This can include main office numbers, customer service numbers, or direct lines to specific departments. Example: Main Office: (123) 456-7890, Customer Service: (123) 456-7891.

10. Company Email Address(es): The official electronic mail address(es) provided by a company for digital communication. These can be generic addresses for departments or specific addresses for individuals within the company. Example: General Inquiries: info@example.com, Support: support@example.com.

11. Company Industry: The specific sector or field in which a company operates and conducts its primary business activities. Industries classify businesses by the nature of their operations, products, or services. Example: “Software Development”, “Retail”, “Healthcare”, “Manufacturing”.

Note: Please add KB relationships to core process, process, SOPs or other WIs on the right.