HubSpot - Configure for Dynamic Ad Lookup Links

Overview

 

This guide explains how to configure HubSpot so that a dynamic Ad Lookup Link appears inside each contact record.

 

When a sales representative clicks the link, Visiopt opens automatically with that contact’s email pre-filled.

 

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Prerequisite

 

You must have:

• Access to a HubSpot account
• Permission to create properties
• Permission to create workflows
• Permission to customize contact record layout (if needed)

 

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Step 1 - Create a Custom Contact Property

First, create a new property that will store the dynamic Ad Lookup link.

Instructions:

1. Go to Settings (⚙️)
2. Navigate to Properties
3. Select Object: Contact
4. Click Create property

Configure the property as follows:

• Label: Ad Lookup Link
• Internal name: ad_lookup_link
• Field type: Single-line text

Click Create to save the property.

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Step 2 - Create the Workflow

 

Next, create a workflow that automatically generates the Ad Lookup Link.

 

Create Workflow

1. Go to Automation → Workflows
2. Click Create workflow
3. Choose From scratch
4. Select Contact-based workflow
5. Click Next

 

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Step 3 - Add the Correct Trigger

 

Click Set up triggers

 

Choose:

• Contact property → Email

 

Set the condition:

• Email is known

 

Click Apply filter.

Click Save.

 

The trigger should only show:

Contact property: Email

Condition: is known

 

There should be no trigger related to:

• Ad Lookup Link
• Property value changed
• URL equals something

 

 

 

 

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Step 4 - Add the Action

 

Below the trigger:

1. Click the ➕ (Add action) button
2. Select Set property value
3. Choose property:
   • Ad Lookup Link

 

In the value field, insert:

https://app.visioptdev.com/ad-lookup?email={{ contact.email }}

 

⚠ Important:

Insert the email using the Personalize button (do not manually type the token).

 

Click Save.

 

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Final Workflow Structure

 

Trigger:

Email is known

 

Action:

Set Ad Lookup Link =

https://app.visioptdev.com/ad-lookup?email={{ contact.email }}

 

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Recommended Setting (Important)

 

After configuring the trigger:

1. Click on the trigger
2. Enable Re-enrollment
3. Allow re-enrollment when:
   • Email changes

 

This ensures that if the contact’s email is updated, the Ad Lookup Link will automatically update as well.

 

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Step 5 - Turn On the Workflow

 

Click:

Review and publish → Turn on

 

After activation:

• Any new contact with an email will automatically receive the Ad Lookup Link.
• Existing contacts can also be enrolled if needed.

 

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How to Use the Ad Lookup Link

 

Once the property and workflow are set up:

1. Open any contact record in HubSpot.
2. Navigate to the About this contact section.
3. Locate the Ad Lookup Link property.
4. Click the link.

 

You will be redirected to the Visiopt system with the contact’s email pre-filled automatically.

 

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If the Ad Lookup Link Is Not Visible in the Contact Record

 

If you do not see the Ad Lookup Link property inside the contact record, follow the steps below:

 

Add the Property from the Contact View

1. Open any contact record in HubSpot.
2. Navigate to the About this contact section.
3. Click the Settings (gear) icon in that section.
4. Select Add properties.
5. Search for: Ad Lookup Link
6. Select the property.
7. Click Save.

 

The Ad Lookup Link will now appear inside the contact record.

 

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Optional - Displaying the Link in the Contact Layout

 

If the Ad Lookup Link is not visible in the contact record:

 

To Add It to the Contact View:

1. Go to Settings → Objects → Contacts
2. Click Record Customization
3. Edit the appropriate contact view
4. Add the Ad Lookup Link property to the desired section
5. Save

 

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Optional - Adding a Custom Card Instead

 

If you prefer not to display the link inside the “About this contact” section, you can:

 

1. Go to Settings → Objects → Contacts
2. Click Record Customization
3. Add a new custom card
4. Set a card title
5. Add the Ad Lookup Link property inside the card

 

This allows more flexibility in how the link appears within the contact record.

 

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Summary

 

After completing the above steps:

• A custom property stores the dynamic Ad Lookup URL.
• A workflow automatically generates the link when a contact has an email.
• Sales representatives can click the link directly from the contact record.
• The system redirects to Visiopt with the email pre-filled.