Control Which HubSpot Fields are Included in Your Insycle Dataset

• Default HubSpot fields: Key identifiers such as record IDs, names, and other fields required by HubSpot.
• Insycle special fields: Fields created and managed by Insycle for core functionality.
• Automation & template fields: All fields used in Insycle templates and Recipes configured to run automatically, or included in the Health Assessment. These fields are automatically included—if you're using them in Automation, they're included automatically. See the Understanding Automation Fields section for details.

  HubSpot Sensitive Data Fields
Note that properties designated as Sensitive Data in HubSpot are not ingested by Insycle and will not appear in your Insycle dataset, regardless of your field inclusion settings. These fields cannot be used for filtering, master record selection, or any other Insycle operations.

HubSpot's Sensitive Data feature is separate from Insycle's Settings > Fields PII controls. These are two independent systems that serve different purposes.

For more information, see HubSpot's Store Sensitive Data in HubSpot article.

Fields included in automated Insycle Recipes, templates, and the Health Assessment are automatically included in your Insycle dataset. This keeps things simple—if a field is used in Automation, it's already included without needing separate management.

On the Settings > Fields page, you can identify fields that are part of Insycle Automations by reviewing the Automation column. A grey checkmark indicates these are enabled.

The Included toggle lets you manually control inclusion for additional fields beyond those used in Automation. You can enable the Included toggle for Automation Fields to ensure they continue being included after being removed from all templates. However, as long as a field remains part of any active Automation template or Recipe, it will be automatically included.

Field Inclusion Limits
You can manually enable up to 100 Included Fields per record type (150 for Enterprise plans). You will receive an alert when you reach your limit. Default HubSpot fields and Automation Fields do not count toward this limit, giving you the full 100/150 slots for additional fields you choose to include.

Initial Inclusion Behavior
When you first connect your HubSpot database to Insycle, essential fields and fields that are part of an active automation are automatically enabled for inclusion.

Sync Timing
Field inclusion changes take effect during the overnight sync process. If you need immediate synchronization of newly enabled fields, contact Insycle support to trigger a full data sync.

  Please note: You must have an Admin or Owner user role to manage field inclusion.

Navigate to Settings > Fields, then select the database and object type in the top menu.

The Fields table displays all fields defined in your HubSpot database, showing:

• Field Label and Name: The display name and database name of the field.
• Field Type: The data type (text, number, date, etc.).
• Editability: Whether the field is read-only or writable.
• PII Toggle: Mark fields containing personally identifiable information. Learn more about the PII feature here.
• Included Toggle: Enable or disable inclusion of each field.
• Automation: Indicates fields included in Automation Recipes and templates. These are automatically included and cannot be disabled. If the field is removed from the automated template, it will no longer be included in your dataset unless you've also activated the 'Included' toggle. 

Note: This interface shows your current field definitions, not historical metadata.

Add Fields to Your Dataset

To include additional fields in your Insycle dataset (whether standard HubSpot fields or your custom fields):

Navigate to Settings > Fields.

Locate the field you want to include.

Toggle the Included control to the 'On' position. When the toggle is yellow, the field is included.

You can begin with fields you know you use regularly in Insycle, and enable additional fields when you encounter them in your processes.

 Note: Newly included fields take effect during the overnight sync process. If you need immediate synchronization of newly enabled fields, contact Insycle support to trigger a full sync.

If you're unsure which fields are worth including, use the Cleanse Data module to analyze your field usage and data quality. This can help you identify which fields contain valuable data suitable for inclusion.

Navigate to Data Management > Cleanse Data, then select a database and record type from the top menu.

Under Step 1, all fields for the record type are listed. This is not the actual record data, but rather the metadata about the fields in the database.

Enter the field name you want to explore in the Search, then check the box by the Field Label.

Explore the values in the Record Viewer at the bottom of the page and determine if this field should be tagged for inclusion.

Missing Filter Values
If you're trying to filter by a particular field but don't see any values, the field may not be included in your Insycle dataset. Check the Fields section and enable the Included toggle for that field.

Duplicate Detection Problems
If you're not seeing expected duplicates when using certain fields for matching, verify that those fields are included in your dataset.

Field inclusion changes occur during the overnight sync process, so if you've just enabled a field, check again tomorrow. If you need immediate synchronization of newly included fields, contact Insycle support to trigger a full sync.

If it's been a day since you included the field, but the data from that field still isn't showing up in Insycle, you can troubleshoot the sync process.

To test if a field is actively synchronizing:

1. In HubSpot, update a sample record by changing the value in the field you're testing.
2. In Insycle, navigate to Settings > Sync Status.
3. Click the lightning bolt to trigger an incremental sync.
4. Verify that the updated value is now visible in Insycle.

If the updated value doesn't appear, the field may not be synchronizing correctly. Reach out to Insycle support for a full sync or additional troubleshooting assistance via the chat button in the bottom-right corner.