Prevent Sync of Duplicates and Bad Data from HubSpot to Salesforce

To let HubSpot know which contacts are ready for sync, you'll need to create a field in HubSpot that indicates when the cleanup process has been completed on a record.

In HubSpot, navigate to Settings > Data Management > Properties.

Select the Contacts object from the dropdown, then click Create property.

On the Basic Info step of the Create Property flow, give the field a Label like "Cleanse Completed." On the next step, select the Single Checkbox field type. When creating the workflow, this will be set to Yes as the last step.

When finished, Create the property.

Learn more from HubSpot's Create and Edit Properties article.

In HubSpot, create a contact-based workflow and set up the trigger. Make sure it isn't too broad; a filter like "Create Date is known" would run the workflow on the whole database.

Click the + on the workflow to add a new action.

In the Actions panel, search for "Insycle," then select "Insycle - Run Contact Recipe."

Select a Recipe from the list.

Add a workflow step for each Insycle Recipe you want to run, such as Cleanse Contacts, Deduplicate Contacts, and Associate Contacts to Companies. Put them in an order that makes sense; you wouldn't want to associate junk or duplicate contacts that may later change or be removed.

After the Recipe actions, add a CRM action to 'Set property value'. Select the "Cleanse Completed" property you created and select the value "Yes."

When you Review, don’t enroll existing contacts. See the Best Practice below for more details. 

Learn more about integrating Insycle Recipes into HubSpot workflows.

Now you need to create the list for contacts that are ready to sync to Salesforce.

In HubSpot, navigate to Contacts > Lists, and click Create list. Create a contact-based list, leaving the kind as Active.

Add a filter for the property created earlier with a value of Yes. In this example, the property, Cleanse Completed “is any of,” "Yes."

When finished, click Save list.

In HubSpot, navigate to Settings > Account Setup > Integrations > Connected Apps, and select Salesforce.

On the Salesforce integration page, click the Contacts tab. Scroll down to the Limiting What Syncs section, and in the Select an inclusion list dropdown, choose the list created in the previous step.

Now, HubSpot will only sync contacts that have been added to this list.

Learn more about creating a Salesforce inclusion list.

When your workflow is set, and you click Review and Publish on the Review page under Enrollment, you'll be asked if you want to enroll the contacts when the workflow is turned on. It's best practice to select "No" here because you don’t want to process every contact that is already in your CRM. Workflows are meant for incoming streams of data, not large batch updates. To make bulk changes to existing data, run templates or recipes in Insycle.

Yes. HubSpot waits for Insycle to complete the Recipe. In the example below, Insycle will finish cleansing the contact data before the welcome email is sent.

Insycle processes events in batches every 5 minutes.

Use HubSpot's Enroll button to manually enroll a specific contact. Learn more in HubSpot's Manually enroll records in workflows article.

In HubSpot workflows, simply remove the Recipe action from the workflow and re-publish it.

In HubSpot, open the History tab and look for when this action was initiated. Within a few minutes of that event, the tab should also show a "Successfully executed" event.

In Insycle, you can review the audit trail in the Activity Tracker.

There are a couple of possible causes:

1. The Recipe was not saved to run in Update mode. To check this, in Insycle open the relevant Recipe, click Review, and make sure it is set to run in Update mode.
2. The data sync to HubSpot may not have finished processing yet. Give it a few more minutes to complete the batch, then check again.