Sync Process Dynamics 365 Specific Documentation

Developer Support APIs & Integrations
1

We are currently syncing data between Dynamics 365 and HubSpot. Dynamics 365 has 2 distinct entities for people; Leads and Contacts where HubSpot has just Contacts.

On the Dynamics side of things we utilize the native functionality of working Leads until they are Qualified or Disqualifed. In either case, the Lead becomes inactive and stops being synched with HubSpot due to the HubSpot Limit configuration.

Typically, a Dynamics Contact and Opportunity are created when a Dynamics Lead is qualified. This in essense “moves” the person from a Dynamics Lead to a Dynamics Contact.

The HubSpot Sync process between the Dynamics Lead and the HubSpot Contact stops because the inactive Dynamics Lead no longer meets the HubSpot Limit Configuration. The HubSpot sync process between the new Dynamics Contact (created through the Dynamics Lead qualification process) and the HubSpot Contact starts.

My hope is twofold; 1) that changes made to a Dynamics Lead (its status changed through the Dynamics qualification process) is synced one last time before it is excluded from the HubSpot sync because the Dynamics Lead no longer meets the HubSpot Limit criteria (the Dynamics Lead is now inactive), and 2) that the newly created Dynamics Contact (copied from the Lead) will begin syncing with the HubSpot Contact.

I am doing some testing and it appears what is happening (which is what I want) is detailed below but not clear about the sync rules to know if I can count on this.

  • An “Active” status Dynamics Lead is currently syncing with a HubSpot Contact.
  • The sync Limit rule is limited in part by a Dynamics Lead being in “Active” status.
  • When a Dynamics Lead is Qualified or Disqualified its status becomes “Inactive” and therefore no longer meets the Limit criteria and should no longer sync.

What I am observing is that the sync process detects the change to the Dynamics Lead record -- the status changing from “Active” to “Inactive” side and syncs the change (for the last time).

Further, it appears that I must re-sync Dynamics Contacts with HubSpot Contacts for HubSpot to begin syncing with the “new” Dynamics Contact created through the qualification process on the Dynamics side.

It would be helpful if someone could confirm that my observation is the designed function of the sync process. Better still, if there were some detailed documentation on the HubSpot sync process with Dynamics 365.

2

I am currently facing a similar issue. I noticed that once my “Lead” in HubSpot no longer fits the Lead criteria, it simply turns off and does not sync to Dynamics as a Contact.

Have you found any documentation regarding this? It is difficult to find any conversations or written articles about the limitations of this Connected App.

3

I spent A LOT of time with support trying to get documentation on the Dynamics sync process. If it exists, it does not appear it will not be shared. The testing I peformed and outcomes observed has not been confirmed as core functionality by HubSpot, but seems to be what’s happening. Unfortunately, this integration appears to be a black box.