Create and use smart properties

Create custom smart properties for contact, company, deal, ticket, or custom objects that you fill with Breeze. Each smart property pulls from a defined data source, such as publicly available company domain data, call transcripts, or another property on the record. This makes summarized or derived information available directly on the record. Smart properties are separate from default contact and company enrichment. 

For example, upload PDF files to a custom file property for the company object. You can configure a smart property that uses the file property as the source. When you run the smart property, Breeze generates a summary from the content of the file.

Before you get started

HubSpot Credits are consumed when you run a smart property, regardless of enrichment. Learn more about how smart properties use HubSpot Credits. 

Please note: review the Product & Services Catalog for information about credit tiers and possible upgrades associated with your use of the enrichment products.

Create smart properties

Create a smart property from scratch

1. Navigate to your records:
   • In your HubSpot account, navigate to CRM > Companies.
   • In your HubSpot account, navigate to CRM > Contacts.
   • In your HubSpot account, navigate to CRM > Deals.
   • In your HubSpot account, navigate to CRM > Tickets.
   • In your HubSpot account, navigate to CRM, then select the custom object.
2. Navigate to a view tab.
3. Click the verticalMenu three vertical dots icon, then select Add column.
4. Click the create new tab, then click Create manually.
   • In the right panel in the Property label field, enter a name for your property.
   • In the Field type dropdown menu select one of the following:
     • Single-line text
     • Multi-line text
     • Number
     • Single checkbox
     • Multiple checkboxes
     • Radio select
     • Dropdown select
   • Click Add Data Agent prompt.
   • Enter a question in the What do you want to know field. 
   • Click Insert property token to use specific existing properties in the prompt (e.g., Does this company have a presence in company.city?) 
   • Click the Where should this data come from dropdown menu and select and option. Depending on the object you'll see different options:
     • Web research: data from searching the internet. This data is pulled using the company domain name property value for the company record.
     • Company website: data from the company's primary domain (e.g., hubspot.com). This data is pulled used the company domain name property value for the company record.
     • Property data: data from another property on the same record. Only one property can be selected. If you select a file property, it will use the first uploaded PDF file.
     • Call transcripts: data from the last five call transcripts associated with the record. Learn more about using call transcripts.
   • Select a record to preview your configuration with existing records.
   • Click Apply changes.
   • Click the Fill all [records] in the current view checkbox to run the smart property now. You can also run it later. 
   • Click Create smart property. 
5. In the upper right of the index page table, click Save.

Create a smart property with AI

1. Navigate to your records.
2. Navigate to a view.
3. Click the verticalMenu three vertical dots icon, then select Add column.
4. Click the create new tab.
5. In the pop-up box:
   • In the What kind of property do you need? text field, enter a prompt (e.g., Does the company have any locations in Europe?).
   • Click Generate property. Breeze uses the prompt to set the property name, field type, prompt, and data source.
6. In the right panel:
   • Review the generated property label, field type, prompt, and data source.
   • Click Edit on a section to make changes.
   • In the Preview result section, click the Select a record dropdown menu and select a record to test the property value.
   • Click the Fill all [records] in the current view checkbox to run the smart property now. You can also run it later. 
• When you're finished, click Create property.
7. In the upper right of the index page table, click Save.

Please note: you cannot apply validation rules (e.g., require unique values) or Sensitive Data to smart properties. Also, prompts that use LinkedIn (e.g., search LinkedIn company profile for sales roles) will be filtered out and may not return values when enriched.

Configure automatic fill

Set up automatic smart property fill based on a schedule or record creation. For schedules, select the frequency, time of day, and add segment restrictions. 

To configure smart property auto-fill:

1. In your HubSpot account, navigate to Data Management > Data Agent.
2. Click the Manage tab.
3. In the table, click the Manage dropdown menu and select Auto-fill smart property.
4. In the right panel, click Edit and configure options:
   
   • Auto-fill event: select an event (e.g., On a schedule, Record creation).
   • If you selected On a schedule, select from the following:
     • Segment: select a segment of records to auto-fill. You must select a segment that matches the object of the smart property (e.g., a company-based segment to auto-fill a company smart property). 
     • Frequency: select an option such as daily, weekly, or monthly. 
     • Days: select days of the month or week to trigger auto-fill. You can select multiple options.
     • Time: select a preset time of day (e.g., During business hours) or a custom time.
       
   • When you're finished, click Save.
   • Select a fill option. 
   • Click Set up auto-fill.

To edit an existing smart property auto-fill:

1. In your HubSpot account, navigate to Data Management > Data Agent.
2. Click the Manage tab.
3. In the table, click the Manage dropdown menu and select Auto-fill smart property.
4. In the right panel, click Edit or Delete.
5. When you're finished, click Save auto-fill.

Use smart properties

Fill smart properties in bulk

To bulk enrich one smart property from an index page:

1. Navigate to your records.
2. Click the verticalMenuIcon three vertical dots icon within a smart property column, then select Smart fill.
3. In the dialog box, review the count of records to enrich and the credits available in your account. In the Fill options section, select a fill option, then select Smart fill properties.

To bulk enrich multiple smart properties from an index page:

1. Navigate to your records.
2. In the upper left of the table, select the checkbox. If you want to select all records, click Select all [number] [records] (e.g., Select all 26 companies).
3. Click Smart fill properties.
4. In the right panel, select the properties you want to enrich.
   
   • Select a fill option.
   • Click Smart fill properties.

To bulk enrich multiple smart properties from a segment:

1. In your HubSpot account, navigate to CRM > Segments.
2. Click the name of a segment. Learn more about creating a segment.
3. In the upper right, click Actions, then select Fill smart properties.

To bulk enrich smart properties from a workflow:

1. In your HubSpot account, navigate to Automation > Workflows.
2. Create a workflow.
3. Add the Data Agent: Fill Smart Property action.

Fill smart properties on an individual record

To run smart properties from an individual record:

1. Navigate to your records.
2. Click the name of the record.
3. In the left panel, in the About this record section (e.g., About this contact), click Actions. Then, select Fill smart properties.
4. In the right panel, select the properties you want to enrich, then click Smart fill properties.

Learn more about viewing a property value's history.

View filled value source data

To view the smart property source data:

1. Navigate to your records.
2. Click the name of a view with a smart property column. If your view doesn't contain a smart property, learn how to add columns to a view.
3. Hover on a row in the smart property column, then click the AI button.
4. In the pop-up box, click the View all details button.
5. In the right panel, click the Sources tab.
   • Review the listed source material. Depending on the smart property's configuration, you may see website links or a link to the company record.
   • Click an option to view more details in a new tab. 

Manage smart properties

After you've created a smart property, you can edit the prompt or remove the enrichment configuration from the property.

To manage a smart property:

1. In your HubSpot account, navigate to Data Management > Data Agent.
2. Click the Manage tab.
3. In the table under the Manage Property column, click the Manage dropdown menu and select an option.

You can also manage your smart properties from property settings.