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How to adjust your Salesforce integration settings

Last updated: February 10, 2017

Available For:

Marketing: Pro, Enterprise
Sales: Professional

Go to Integrations

From your HubSpot Dashboard, navigate to Account Menu > Integrations.

Salesforce settings

Within the Salesforce section of the Integrations page, click Settings.

Sync Data with Salesforce

The first thing you’ll notice at the very top of the Settings section of the Salesforce Connector is a large button.

This button determines whether or not you want HubSpot syncing information to of from Salesforce. If you need to disable this for any reason, click this button to toggle off the integration.

Version of integration

Just below the button to turn the integration sync on and off, there’s a gray box that displays what version of the connector you have installed and whether or not it is the latest release or out-of-date.

If this section is telling you that your connector version is out-of-date, check out this article.

Salesforce Credentials

This section of the integration settings stores your Salesforce username. You'll see a green Valid indicater if the integration sees your current credentials as valid. If you need to update your credentials, click Update credentials.

This is also where you'll indicate that the integration is meant to be connecting to a Salesforce sandbox environment. If you’re unsure whether or not you should be using a sandbox Salesforce instance, check with your Salesforce admin and take a look at this article.

API Call Use

Next you’ll see a section dedicated to your API call usage. This section will show you how many API calls you’ve used of your set limit within the last 24 hours. Click here to learn more about Salesforce API Usage Limits.

To learn more about how to adjust your API call limit within HubSpot and the advantages of doing so, take a look at how to set your API call limit.

Account Sync

Within the CRM Sync section, you will be able to specify which objects can sync between HubSpot and Salesforce. Within Salesforce, often times you’ll have Leads or Contacts that are associated with an Account in Salesforce. HubSpot would like to know if it’s important for those associated Accounts to sync over from Salesforce into HubSpot Company properties. This will give you more information on a contact record and let you personalize to that contact with more business information, since any Salesforce fields within that associated Account will come over to HubSpot from Salesforce.

The first non-default option is Sync Salesforce Accounts with HubSpot Companies. Click the checkbox to enable Account sync. You can learn more about syncing Accounts in this article

Opportunity Sync

Within CRM Sync, you can decide whether or not you want to be able to sync with Salesforce opportunity objects. Turning this on will give you access to fields such as Owner, Close Date, Stage and allow to to create lists of contacts based on those opportunity fields. To enable, check the box for Sync Salesforce Opportunities and HubSpot Deals. Click here to learn which Opportunity fields sync with HubSpot.

Task Sync

It's important to know that this particular section will only appear in your integration settings if you have the HubSpot CRM enabled. This Task Sync setting within the CRM Sync section will allow the syncing of tasks between the HubSpot CRM and Salesforce. Enable this by clicking the checkbox for Sync Salesforce Tasks and HubSpot Engagements. If you turn this on and you log a call in the HubSpot CRM, for example, it will display on that contact's record in Salesforce as well. You can read more about this feature before you decide whether or not you want to sync tasks.

Required Settings: Deduplication

Within the Creating and Deleting Contacts section, you will see some Required Settings regarding contact deduplication between HubSpot and Salesforce. These settings cannot be modified.

Creating Records in Salesforce: Default Object

The next section is Creating Records in Salesforce: Default Object. Any changes made here will be under the consideration of how your sales and marketing teams use Salesforce. You’ll want to decide where you want HubSpot to place new contacts in HubSpot within Salesforce.

This dropdown menu gives you two options: Lead or Contact. If you choose Lead, any time a new record is created in HubSpot, a Lead will be created in Salesforce. If you choose Contact, any time a new record is created in HubSpot, a Contact will be created in Salesforce.

Please note: by default, contacts can only be viewed by the contact's owner or users above that owner's profile in a role hierarchy. Creating records as contacts from HubSpot may require a change to your Salesforce org's Sharing Settings (for more details click here).

Inclusion List

This section shows whether or not you’re currently using a Salesforce inclusion list and allows you to choose or create a new one. Using an inclusion list will allow you to limit what contacts sync to Salesforce from HubSpot. Not every lead that fills out a form and is entered into your HubSpot database will necessarily be a qualified lead. This option allows you to decide what criteria a contact must meet in order to sync from HubSpot to Salesforce, this way you’re not cluttering up your Salesforce account with leads that your sales team may not want to contact just yet.

If -- No Inclusion List -- is displayed here, the integration will begin syncing all new contacts from HubSpot into Salesforce or you can choose a Smart List you already have in your HubSpot account from the dropdown. You can also click Create Inclusion List to begin making a new smart list as your inclusion list. You can read more extensively about this here

Creating Contacts in HubSpot

Next, you can choose whether or not you want newly created Salesforce records to trigger the creation of new records in HubSpot. For true bidirectional sync, you’ll want to have both the bottom option (Create a HubSpot contact when a Salesforce lead/contact is created or updated and eligible to sync) for each section (Salesforce Leads and Salesforce Contacts). 

Automatic lifecycle stage transitions

Next up, you can choose whether or not you want actions taken on an associated record in Salesforce to impact the Lifecycle Stage of the record in HubSpot. The important thing to consider here is: when a lead becomes a customer in Salesforce, is that important to translate into HubSpot?

If you decide yes, make sure you choose Yes in the dropdown automatic lifecycle stage transitions. Next time one of your sales reps marks an Opportunity as Closed Won in Salesforce, you’ll see the attached contacts' Lifecycle Stage in HubSpot change to Customer. Or you can choose No, and a contact being set to Closed Won will not affect the lifecycle stage of that lead in HubSpot. For more on this, check out this article.

Salesforce State and Country picklists

It used to be that state and country were free text fields in Salesforce and could end up being all sorts of miscellaneous values like USA, US, United States, United States of America. Salesforce now has the option to make state and country fields dropdown (or picklist) menus instead. If you decided to implement the State and Country picklists option in Salesforce, this dropdown will allow the sync between those fields from HubSpot into Salesforce a little easier.

If you have the State and Country picklists option turned on in Salesforce, make sure you have chosen Yes from this dropdown. If you do not have the State and Country picklists option turned on in Salesforce, choose No from the dropdown.

Delete in HubSpot when deleted in Salesforce

Lastly, you’ll want to decide what you'll want to delete in HubSpot if the associated record is deleted in Salesforce. You have two checkbox options here, so you can choose one, both, or neither. Your choices are to delete the contact in HubSpot when a Salesforce lead is deleted and to delete the contact in HubSpot when a Salesforce contact is deleted.

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