topic Re: Two companies, one Hubspot instance: Keeping Salesforce Contacts Separate in Tips, Tricks & Best Practices

Two companies, one Hubspot instance: Keeping Salesforce Contacts Separate

TRexxx — Mon, 11 Sep 2023 16:08:26 GMT

Hello!

My organization (Company A) set up an instance of Hubspot over five years ago. Two years ago, we set up a two-way sync with Salesforce. Recently, we were purchased by a larger organization (Company B), who jumped into our instance with both feet. Our organizations do different but related things.

The issue we're having now is that the SF sync is pulling contacts from both A & B into our shared instance, which caused a mess with Company B's contacts auto-enrolling into workflows, being sent Company A's newsletter, etc. We've since assigned Business Units and Teams in Hubspot, but everything is still jumbled.

What I need to be able to do is go back and silo Company A's and Company B's records, but I'm a new(ish) admin and mostly a marketer so I'm learning as I go. How can I get these records placed into their appropriate buckets so we can get back to sending emails and keep from spamming Company B contacts who have never even heard of Company A?

Re: Two companies, one Hubspot instance: Keeping Salesforce Contacts Separate

CHawkins — Mon, 11 Sep 2023 18:14:10 GMT

Wow.. what an interesting (complicated) use case.

Am I correct in understanding that you have one HubSpot instance (with business units now) but two different Salesforce instences?

I keep thinking about how to use the date of the merge as a leverage point. For example, if the merge happened on 9/1, you could create a list of everyone created from an offline source on that date and that will most likely be everyone created by the Company B merge. That should in theory account for the bulk of the contacts.

However, knowing this was likely an ongoing issue it isn't going to solve for everyone. There may be other original source fields that could help segment this but it is hard to be certain without seeing a few examples.

I am a freelance consultant that specializes in HubSpot and I have some avalaibility this week, I would be happy to jump on a screenshare with you and chat through some possible solutions. You can use my meeting scheduler here.

Re: Two companies, one Hubspot instance: Keeping Salesforce Contacts Separate

TRexxx — Mon, 11 Sep 2023 21:21:18 GMT

So, as I understand it we actually also share the SF instance as well. This makes me think that there's something there that must be differentiating which belong into Company A's bucket and which go into Company B's, but I have limited visibility into that.

I have considered the dated list strategy that would pen each into their own group as a temporary fix but the issue there is that we have simultaneous syncing happening on that date — the third party Company B brought in was adding to the instance either without suspending the SF sync feeding us our own contacts at Company A or otherwise mushed the whole thing together. Looking over the SOW doc it does appear that these two buckets were created and are functional in SF but not HS.

It looks like Hubspot can't even "see" the field I need to map, if that makes sense. It's simply not available when I go to pull it over — it's just missing as an option.

Re: Two companies, one Hubspot instance: Keeping Salesforce Contacts Separate

CHawkins — Wed, 13 Sep 2023 20:30:50 GMT

I would check two things for that Salesforce field:

Is the field read-only in Salesforce for the integration user? Meaning, it can't be edited because of a permission on the User itself or because of a page layout/field setting or because it's a formula field. (Also worth checking if that field is visible at all to the integration user)
Is the field already mapped to another property in HubSpot?

Re: Two companies, one Hubspot instance: Keeping Salesforce Contacts Separate

TRexxx — Thu, 14 Sep 2023 15:13:17 GMT

I definitely know the answer to #2 is no, but I will check the first when I speak to the SF admin at Company B later on today. Crossing my fingers it's the answer. Thanks!

Re: Two companies, one Hubspot instance: Keeping Salesforce Contacts Separate

LaurenRyan — Fri, 15 Sep 2023 17:50:26 GMT

Hey @TRexxx do you have time to talk through this? I specialize in solving issues with the HubSpot Salesforce integration and have a few ideas. Book time here if you want to chat.