Setup Guide
Learn how to install and use Find and Replace Hub with your HubSpot portal
Table of Contents
1. Getting Started
Find and Replace Hub allows you to search and replace text across your entire HubSpot portal in seconds. You can update CMS pages, landing pages, blog posts, and marketing forms all at once.
Before You Begin
Make sure you have a HubSpot account with access to CMS pages or blog posts. You'll need permission to authorize OAuth connections in your HubSpot portal.
Quick Start Steps:
- Sign up for a free account at findandreplacehub.com/signup
- Connect your HubSpot portal (see section 2 below)
- Perform your first search
- Review matches and replace content
2. Connecting Your HubSpot Portal
To use Find and Replace Hub, you need to connect your HubSpot portal using OAuth authentication. This gives the app secure, limited access to search and modify your content.
Step-by-Step Instructions:
Step 1: Navigate to Settings
After logging in, click on your profile in the top right and select "Settings" from the dropdown menu.
Step 2: Go to HubSpot Portals
In the Settings page, click on the "HubSpot Portals" tab in the sidebar.
Step 3: Click "Connect HubSpot Portal"
Click the orange "Connect HubSpot Portal" button. This will redirect you to HubSpot's authorization page.
Step 4: Choose Your Portal
On the HubSpot page, select which portal you want to connect. If you're logged into multiple HubSpot accounts, make sure you select the correct one.
Step 5: Grant Permissions
Review the permissions requested (Content access for CMS pages, blog posts, and marketing forms) and click "Grant access" or "Connect app".
Step 6: Confirmation
You'll be redirected back to Find and Replace Hub. Your portal should now appear in your list of connected portals.
Security Note
We use HubSpot's official OAuth 2.0 authentication. Your credentials are never stored on our servers. You can revoke access at any time from your HubSpot portal settings.
3. Performing Searches
Once your HubSpot portal is connected, you can search for text across all your CMS pages, blog posts, and marketing forms.
How to Search:
1. Select Your Portal
From the dropdown at the top of the Find and Replace page, select which HubSpot portal you want to search.
2. Enter Search Term
Type the text you want to find in the "Find" field. This can be a word, phrase, or even HTML.
3. Configure Search Options
Case sensitive: Toggle this ON to match exact capitalization (e.g., "Tech" won't match "tech")Match whole word only: Toggle this ON to only match complete words (e.g., "tech" won't match "technology")
4. Click Find
Click the "Find" button to search across all your content. The search will automatically look through:
- Pages: Both site pages and landing pages
- Blog Posts: All blog posts in your portal
- Forms (BETA): Marketing forms including field labels, placeholders, and help text
Search Tips
- Searches look in page titles, meta descriptions, and all content fields
- The search is performed in real-time against your HubSpot portal
- Free tier: 5 searches per year. Unlimited tier: Unlimited searches
4. Replacing Content
After searching, you can replace matches individually or in bulk. Find and Replace Hub gives you full control over which changes to make.
Replacement Options:
Replace Individual Matches
Click on an item in the sidebar to view all its matches. For each match, you can:
- Replace this: Replace just this one match
- Skip: Mark this match to skip it (it will be grayed out)
Replace All in Item
At the bottom of the match panel, click "Replace All in Item" to replace all matches in the currently selected page or blog post. A confirmation dialog will appear before making changes.
Replace All (Global)
At the top of the results, click "Replace All" to replace every match across all items at once. A confirmation dialog will appear showing the total number of replacements.
Important: Confirmation Required
All "Replace All" actions (both per-item and global) now require confirmation before executing. Review the dialog carefully, especially if you have "Publish immediately" mode enabled.
Replacement Limits:
- Free tier: 10 replacement actions per year (each "Replace" button click = 1 action)
- Unlimited tier: Unlimited replacement actions
- When you hit your limit, you'll be prompted to upgrade your plan
5. Draft vs. Publish Mode
Find and Replace Hub gives you control over whether changes go live immediately or are saved as drafts for review.
Draft Mode (Default)
Recommended for most users
- Changes saved as drafts in HubSpot
- Review changes before publishing
- Nothing goes live automatically
- Manually publish from HubSpot editor
Publish Mode
Use with caution!
- Changes go live immediately
- No review step before publishing
- Affects live website instantly
- Best for trusted, tested replacements
How to Toggle:
Before performing a search, look for the "Publish changes immediately" toggle in the options section. The toggle state is checked at the time you click Replace, not when you perform the search.
This means you can change the toggle after searching but before replacing if you change your mind.
Warning: Publish Mode
When "Publish immediately" is enabled, all replacements will instantly update your live website. Always double-check your search term and replacement text before clicking Replace All!
6. Managing Multiple Portals
Both Free and Unlimited plans support unlimited HubSpot portals, making Find and Replace Hub perfect for agencies managing multiple clients.
Adding More Portals:
- Go to Settings → HubSpot Portals
- Click "Connect HubSpot Portal"
- Follow the OAuth flow to connect additional portals
- All your portals will appear in the dropdown on the Find and Replace page
Disconnecting a Portal:
- Go to Settings → HubSpot Portals
- Find the portal you want to disconnect
- Click the "Disconnect" button
- Confirm the disconnection
Note: Disconnecting a portal removes it from Find and Replace Hub but doesn't affect your HubSpot portal itself.
Reconnecting an Expired Portal:
If you see an error message saying "Your HubSpot connection has expired," you'll need to reconnect:
- Go to Settings → HubSpot Portals
- Find the expired portal (it may show a warning icon)
- Click "Disconnect" then "Connect HubSpot Portal" again
- Follow the OAuth flow to reauthorize access
7. Troubleshooting
Problem: No results found, but I know the text exists
Possible solutions:
- Check if "Case sensitive" is enabled - try disabling it
- Check if "Match whole word only" is enabled - try disabling it
- Verify both "Search Pages" and "Search Blog Posts" toggles are ON
- Make sure you've selected the correct HubSpot portal
- The text might be in a module or section we don't currently search
Problem: "HubSpot connection has expired" error
Solution:
- Go to Settings → HubSpot Portals
- Find the affected portal and click "Disconnect"
- Click "Connect HubSpot Portal" and reauthorize
Problem: "Search limit reached" or "Replacement limit reached"
Solution:
- Free tier has 5 searches and 10 replacements per year
- Upgrade to Unlimited plan for unlimited searches and replacements
- Click "Upgrade" in the prompt or go to Settings → Billing
Problem: Replacement didn't work or only partial content was replaced
Possible causes:
- For pages: We only replace in simple fields (title, meta description, name). Complex page layouts with modules may not be fully supported
- For blog posts: We replace in all content fields including the post body
- Check if the content is in draft mode in HubSpot and needs to be published
Problem: OAuth authorization fails or redirects to error page
Solution:
- Make sure you're logged into the correct HubSpot portal
- Clear your browser cache and cookies, then try again
- Make sure pop-up blockers aren't preventing the OAuth window
- Contact support at dan@findandreplacehub.com if the issue persists
Problem: Blog posts not appearing in search results
Checklist:
- Verify "Search Blog Posts" toggle is ON
- Check browser console for any JavaScript errors
- Try searching for a term you're certain exists in a blog post
- Make sure the blog posts are published (not archived)
8. Frequently Asked Questions
What content types are supported?
Currently, Find and Replace Hub supports:
- CMS Pages (site pages and landing pages)
- Blog Posts
We're working on adding support for emails, templates, and other HubSpot content types in future updates.
Is my data safe?
Yes! We use HubSpot's official OAuth 2.0 for authentication. Your credentials are never stored on our servers. We only access content during search and replace operations and don't permanently store your portal content. All access tokens are encrypted.
Can I undo a replacement?
If you're in Draft Mode (default), you can discard the draft in HubSpot before publishing. If you're in Publish Mode, the changes are live immediately. We recommend always using Draft Mode for important changes.
How are limits counted?
Limits are counted per action, not per text replacement:
- Searches: Each time you click the "Find" button = 1 search
- Replacements: Each time you click a "Replace" button = 1 replacement action (regardless of how many matches it replaces)
Example: If you click "Replace All" and it replaces 100 matches across 10 pages, that counts as 1 replacement action.
Can I use this with multiple HubSpot portals?
Yes! Both Free and Unlimited plans support unlimited HubSpot portals. This makes it perfect for agencies managing multiple clients.
What permissions does the app need?
Find and Replace Hub requests the following OAuth scopes:
- oauth: Required for refresh token functionality
- content: Access to CMS pages and blog posts for reading and updating
Do you offer refunds?
We offer a 30-day money-back guarantee on Unlimited plan subscriptions. If you're not satisfied, contact us at dan@findandreplacehub.com within 30 days of purchase for a full refund.
9. Support
Need help? We're here to assist you!
Email Support
Send us an email at dan@findandreplacehub.com
Unlimited plan subscribers receive priority support with faster response times.
Before Contacting Support
To help us assist you faster, please include:
- Your account email address
- The name of the affected HubSpot portal
- What you were trying to do when the issue occurred
- Any error messages you received
- Screenshots if applicable
Feature Requests
Have an idea for a new feature? We'd love to hear it! Send your suggestions to dan@findandreplacehub.com