topic Re: How to handle existing Contacts in HubSpot with Salesforce Integration in Marketing Integrations

How to handle existing Contacts in HubSpot with Salesforce Integration

AdrianRios — Mon, 23 Oct 2023 22:33:42 GMT

Hi,

We have the Salesforce/HubSpot integration set up however we are trying to figure out how to handle the following scenario: Newly created HubSpot contacts that came from Salesforce should be set to SQL. However, how should existing matching records be handled?
i.e: A contact already exists in HubSpot before coming from Salesforce, but hasn't been synced yet because it doesn't meet the inclusion list criteria and isn't SQL in HubSpot yet.

Would the contacts just sync and update the contact in HubSpot to SQL? What are some best practices for scenarios like these?

Thanks.

Re: How to handle existing Contacts in HubSpot with Salesforce Integration

Ben_M — Mon, 23 Oct 2023 23:00:05 GMT

You would likely need a workflow to set the contact in Hubspot to SQL. The reason I say this is that it sounds as though your Salesforce instance pre-dates your Hubspot instance, therefore, you may not be using the default Hubspot Lifecycle Stage property and may have a custom Salesforce property of SQL. Also depending on your setup, you may want Salesforce to own this data instead of Hubspot in which case you wouldn't need the workflow I initially mentioned.

As to whether the data would sync or not, that would have to do with matching. The default matching is basic and would look to match on the email address. However, if uses a different email address or it has changed recently those matches won't take place automatically. You could look to solutions like LeanData on the Salesforce side to do this type of deduping.

The short of all this is that their might not be a simple answer and we might need to understand your setup more to provide more detailed guidance, but I think this should give you an idea where to start.

Re: How to handle existing Contacts in HubSpot with Salesforce Integration

AdrianRios — Tue, 24 Oct 2023 06:53:17 GMT

Thanks for the response. The reasoning behind this process is we'd like all contacts coming from Salesforce into HubSpot for their Lifecycle Stage to be set as SQL. We currently have a workflow set up for this for NEW contacts however we were wondering what would be the best way to handle existing contacts that aren't in the inclusion list, for which the criteria is that a contact should be SQL.

If they have the same email, they'll match but since it wouldn't meet the inclusion list criteria yet, would they just sync the first time and then only resync again once the contact meets the inclusion list criteria?

Re: How to handle existing Contacts in HubSpot with Salesforce Integration

YLeBorgne — Tue, 31 Oct 2023 12:13:50 GMT

Hey @AdrianRios ,

You can create a workflow such as:
Trigger = Latest drill down source 1 is equal to SALESFORCE & lifecycle stage is not SQL, Opportunity, Customer or evangelist
Action = Set lifecycle stage to SQL

It will update any contacts that were both on HubSpot and SalesForce,

Let me know if this helps,

Yohann
Markentive - Marketing & Sales Consultant