Create sync properties that copy data to associated records

The property sync field type in HubSpot allows you to sync values between associated objects in your CRM. Sync properties are automatically updated when a property value is set or changed on an associated record, so you won't need to manually update multiple records with the same information. 

For example, you want to display an associated contact’s phone number on your deals to reduce manual input and quickly view data. You create the deal property with the property sync field type. The result is the associated contact’s phone number displayed on the deal. The deal property automatically updates if the contact’s phone number value is changed.

The following behavior applies for sync properties.

• Sync property values are read only.
• Sync properties cannot copy data from properties with restricted view and editing access.
• An association must exist between the objects for a sync property to be created. Learn how to associate records, or if using custom objects, how to define custom object associations.

If you have existing workflows that sync property values, learn more about if your workflows could be replaced by sync properties. If you are looking to sync data between HubSpot and other apps, learn more about connected apps.

Please note: depending on your HubSpot subscription, there is a limit to the number of sync properties you can create.

Create sync properties

To create a sync property:

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Properties.
• Click Create property.
• Select the property’s object type. This is the object that you want the property to appear on, which has data synced to it (e.g., select Deal to populate the sync property on deal records).
• Enter the property’s other basic details, then click the Field type tab.
• For the field type, select Property sync.
• Select the source record type. This is the object with the property data will be pulled from. (e.g., Contact to pull from contact records).
• Select the source record property. This is the property that data will be pulled from.
• If the object relationship has defined association labels, select which associations to consider syncing from:
  • All association labels: sync from an associated record regardless of its label.
  • Select association labels: sync from an associated record with a specific association label (e.g, Primary to sync data only from the record’s primary company).

• Select the criteria that decides which record to sync data from. This is required if the property considers all associations between the objects or you've selected a label that can be used by many records. To specify which record to sync from, click the Choose which [Object] to sync from dropdown menu, then select an option:
  • First created: values will sync from the oldest associated record. For a specific association label, values will sync from the oldest associated record with that label.
  • Most recently created: values will sync from the newest associated record. For a specific association label, values will sync from the newest associated record with that label.

• Click Create.

Use sync properties in the CRM

Once you’ve created a sync property, when you set or update the source property, the sync property will also be updated. The sync should occur in less than five seconds, but can take additional time for larger amounts of data. You can view the synced value in the same manner as other properties in the CRM. You can also view the source history, which will show where the value was synced from. Using the above deal example, you will need to navigate to the deal to view those details. 

Migrate from workflows to sync properties

If you've been using workflows to copy property values across objects, in certain scenarios you may be able to replace the workflows with new sync properties. 

Sync properties copy data in one direction, relying on a source property (e.g., Phone number on a contact record) to copy data into the sync property you create (e.g., Sync property phone on a deal record). Depending on the direction of the data you want to sync, you can decide whether or not to replace your workflow with a sync property:

• If you want to update the property value on both sides, you should continue using your existing workflow. Sync properties do not support bi-directional sync.
• If you only want to copy data in one direction, sync properties can replace your workflow.

To migrate from a data sync workflow to using a sync property:

• Create a sync property for the target object. For example, if your workflow syncs data to a deal property, create a deal sync property.
• In your property settings, click the property that the workflow currently syncs data to, then click the Used in tab to understand which tools use the property (e.g. lists, reports, workflows).
• Replace the property in the affected tools with your new sync property. Prior to replacing, it's recommended to clone the assets or processes where the property is used, then add the new sync property to the cloned version to confirm the sync works as expected (e.g., clone a report). For accounts with an Enterprise subscription, you can also test the replacements in a sandbox account.
• Once the sync property has been added to affected tools, turn off your workflow. Don't delete the workflow until the sync works as expected.
• Once your sync property works as expected, you can delete your workflow.

Please note: for assets or processes requiring historical data, you should wait until your sync property has enough data before replacing the previously used property.