Set up Alikely

Alikely shows, in the right sidebar of a HubSpot record, the records of the same object that resemble it most, with a percentage and a field-by-field breakdown. This guide takes you from installing it to the first results, and explains how the percentage is counted.

Alikely shows its words in English, or in Swedish when your HubSpot language is Swedish. This guide gives the Swedish word in brackets the first time.

Before you start

• A HubSpot account. Alikely works on companies, deals, tickets, projects and custom objects — projects and custom objects where your HubSpot account has them.
• A HubSpot user with permission to install apps in the account, for example a Super Admin.
• A HubSpot user who may customise record pages — a Super Admin, or a user with the Customize record page layout permission — to add the card.
• Your install link from us (see the next step).

Install the app

1. Get your install link

Alikely is installed with a link we send you personally. If you don't have one yet, request access and tell us which objects you would use it on.

2. Choose your account and approve the permissions

Open the link while you are logged in to HubSpot, choose the HubSpot account to install Alikely in, and review the permissions it asks for. Then connect the app.

Every permission is a read permission. Alikely cannot create, change or delete anything in your HubSpot account.

3. Done

You land on a page that says Alikely is installed. Close it and go back to HubSpot.

Configure the app

Add the card to the sidebar

HubSpot does not add the card by itself. Add it once for each object, and for each view where you want it:

1. Open a record of the object, for example a company.
2. Click Customize at the top of the middle column.
3. If HubSpot asks which view, choose the one to change, for example Default view.
4. In the right sidebar, click + to add cards.
5. Open Card library and set Card types to App.
6. Choose Alikely and click Add card.
7. Click Save and exit.

Another way to the same place: Settings → Integrations → Connected Apps → Alikely → App cards → Manage locations, where you tick the views that should show the card.

Projects and custom objects

If Projects is missing from HubSpot's CRM menu, or Alikely cannot be added to a project record, projects first need to be turned on in your HubSpot account — HubSpot's knowledge base explains how. Custom objects get the card the same way as other objects, and Alikely calls them by the name your account gives them.

Create your first profile

A profile decides what "similar" means: which fields to compare, how much each one weighs, and which records count at all.

1. Open a record that has the card. Without a profile, the card says: A profile decides which companies count as similar. Create one to see similar companies here.
2. Click Create profile (Skapa profil). The profile editor opens.
3. Start from a template, or from Empty profile. Companies have Similar companies, My similar companies and Similar customers; deals Won deals as references; tickets Similar tickets; projects Delivered projects. A template leaves out fields your account does not have or rarely fills in, and says which.
4. Add or remove fields with + Add field. Fields recommended for your account come first (see Recommended fields).
5. Give each field a level (see Levels).
6. Add filters if only some records should count — for example only won deals, or only records Owned by me or Owned by my team.
7. Click Refresh under Preview to see the top 5 against the record you opened the editor from, with your unsaved changes.
8. Name the profile, choose whether it is shared with everyone or personal, and click Save. Close the editor; the card shows the results.

Levels

A fixed condition that does not depend on the record you are on — "only won deals" — is a filter, not a field.

How the percentage is counted

Each field a match is compared on gives points: the field's level times how close the match is, rounded to one decimal. The percentage is those points out of the most the fields could give. Required fields give no points; they decide whether a record is shown at all.

The card shows the same line at the end of each open match. Statuses read Match (Matchar), Partial (Delvis), Miss (Missar) and Not compared (Ej jämförd). When this record has no value in a field, that field is Not compared: it counts in neither number, and the card says, for example, Compared on 11 of 12 fields.

How close a match is depends on the field's type:

Matches with the same percentage are ordered by how many fields match, then by the unrounded score, then by the profile's sort field — by default the most recently changed first.

Recommended fields

Under Recommended for your portal (Rekommenderade för er portal) the editor suggests up to 8 fields that are often filled in and vary between records, based on the 200 most recently changed records of the object. Each field shows how often it is filled in, for example filled in 92 %. Fields with only one value, text that is nearly unique to each record, and fields HubSpot calculates itself are never recommended. Only the counts are kept, in memory, for at most 6 hours; the values themselves are dropped right after counting.

Shared and personal profiles — who may change what

A profile is either shared with everyone in the account, or personal (Personlig) and visible only to the user who created it — in the card's profile list it says "(personal)".

• When the creator is no longer an active user of the account, anyone may Take over (Ta över) a shared profile and becomes its creator.
• Each object can have up to 50 shared profiles, and each user up to 20 personal ones. A name must be different from every other profile you can see.
• Unsaved changes are kept in your own browser tab, so closing the editor or losing the connection does not lose them; the editor offers them the next time you open it. Cancel throws them away, after asking.
• If someone else saves the profile while you are editing it, nothing is overwritten: you can look at their version, save yours as a new personal profile, or discard yours.
• When a user is no longer an active user of the account, their personal profiles and last chosen profile are deleted at the first daily check after 30 days in a row of inactivity — and only when HubSpot's answer about active users is complete.

Use the app

Reading the card

• Choose a profile at the top. The card remembers the last one you chose for each object.
• Each match shows its name (a link to the record), its percentage and a summary such as Match 2 · Partial 1 · Miss 1. The top 3 are open; Details and Expand all open the rest.
• An open match lists each compared field with its value, its status and its points — for example "1.6/4", or "Required" — and ends with the total line.
• Compared against this record shows this record's own values and the most points each field can give. Hover over a status or a percentage for an explanation.
• Edit profiles opens the profile editor.

Who sees what

Alikely reads with the permissions granted when it was installed, not with each user's own HubSpot permissions. The results a user sees can therefore include records, and the values of the fields a profile compares, that the same user could not open in HubSpot. The card shows only each match's name and the fields the profile compares. To keep a profile to a user's own records, add the filter Owned by me or Owned by my team. Which record views show the card is up to you.

Disconnect the app

Alikely has no separate disconnect step. To stop showing the card on a view, remove it there with Customize and save: nothing is deleted, and your profiles stay. To cut Alikely's access to your account, uninstall it.

Uninstall the app

In HubSpot, click the settings icon, go to Integrations → Connected Apps, and choose Actions → Uninstall next to Alikely. A Super Admin, or a user with permission to install apps, can do this. What happens to your data:

• We delete our access token for your account within 24 hours after we detect the uninstall — in practice within minutes.
• Your profiles are kept for 30 days. If you reinstall within those 30 days, they are back as you left them; after that they are deleted, within 31 days of the uninstall. To have them deleted at once, write to support@alikely.app after uninstalling.
• Nothing in your HubSpot account changes: Alikely never wrote to it.

The privacy policy draft has the details.

Help

Write to support@alikely.app with the object, the profile and what you expected to see. Please don't paste customer data from your CRM into the email. Questions about personal data: privacy@alikely.app.