How to adjust your Salesforce integration settings

Last updated: November 15, 2017

Available For:

Marketing: Pro, Enterprise
Sales: Professional

At this point, you’ve already set up your HubSpot Salesforce integration and have been passing information back and forth between your Salesforce account and HubSpot account. This article will walk you through customizing the settings in HubSpot for your integration with Salesforce.

Go to Integrations

In your HubSpot account, click your photo or avatar in the top right-hand corner, then click Integrations.

Salesforce settings

In the Salesforce section of your integrations page, click Settings.

Sync data with Salesforce

At the top of the page, you'll see a toggle switch indicating whether or not the integration is currently enabled (switch is blue with a checkmark when enabled). To disable the integration and prevent HubSpot from syncing information to or from Salesforce, click to toggle the switch off or click Disconnect to disconnect the integration entirely. 

Salesforce Credentials

Here you'll see the username of the integration user. If needed, you can connect to a different Salesforce account or 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 check out 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 this article.

Sync Settings

In the Sync Settings section, you can specify exactly what data can sync between HubSpot and Salesforce.

CRM Objects

Under CRM Objects, select the object type(s) you'd like to sync. 

Contact sync

Contacts will always sync with Salesforce Lead and/or Contact objects by default when the integration is enabled. Click Manage mappings to the right to customize your contact field mappings.

Account sync

Within Salesforce, you’ll often have Leads or Contacts that are associated with an Account. HubSpot would like to know if it’s important for the associated Account data 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. Under CRM Objects, check the box to the left of Companies Accounts to sync HubSpot companies with accounts in Salesforce. Click Manage mappings to the right to customize your field mappings for these objects.

You can learn more about syncing Accounts in this article.

Opportunity sync

You can also enable syncing between Salesforce Opportunities and HubSpot deals. Turning this on will give you access to fields such as Owner, Close Date, Stage and allow you to create lists of contacts based on those opportunity fields. To enable, check the box next to Deals Opportunities. Click Manage mappings to the right to customize your field mappings for these objects.

Click here to learn which Opportunity fields sync with HubSpot. 

Timeline sync

You can also sync marketing and sales activity in HubSpot to Tasks in Salesforce. Under Timeline sync, click Manage timeline activity sync. 

You'll be brought to the Timeline sync tab. Here you can decide exactly which HubSpot activities you'd like to use to create a task in Salesforce. Check the boxes to the left of an activity to enable sync, then use the dropdown menu to the right to choose the type of task you'd like to create based on this activity. 

Below the table, click the switch if you'd like to enable salesforce task sync. This will create a task in HubSpot whenever a task is created in Salesforce. 

Creating and Deleting Contacts

Required Settings: Deduplication

Under Required Settings: Deduplication you will see some settings regarding contact deduplication between HubSpot and Salesforce. These settings cannot be modified, but allow you to see what steps are taken to deduplicate your contact records in HubSpot and your Leads and Contacts in Salesforce.

Creating Records in Salesforce: Default Object

Any changes made in the Creating Records in Salesforce: Default Object section should be made with consideration of how your sales and marketing teams use Salesforce. Here's where you can decide what type of records are created in Salesforce when a contact is created in HubSpot: Leads or Contacts. If you select Lead, any time a new contact record is created in HubSpot, a Lead will be created in Salesforce. If you select Contact, any time a new contact 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

In the Inclusion List section, you can select one of your HubSpot lists to limit which 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 to prevent clutter in your Salesforce account.

Click the dropdown menu to select a smart list. You can read more extensively about inclusion lists here

If -- No Inclusion List -- is displayed here, the integration will begin syncing all new contacts from HubSpot into Salesforce.

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, select the bottom option in the Salesforce Leads and Saleforce Contacts sections: If eligible to sync, create a HubSpot contact when a Salesforce lead/contact is created or an existing lead/contact is updated

Deleting Contacts from HubSpot

Next, check the boxes under Deleting Contacts from HubSpot if you want contacts in HubSpot to be deleted when the corresponding lead or contact is deleted in Salesforce. 

More Sync Settings

Automatic lifecycle stage transitions

Under More Sync Settings, decide 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 select Yes under 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. If you choose No, a contact being set to Closed Won in Salesforce will not affect the lifecycle stage of that contact in HubSpot. For more on this, check out this article.

Salesforce State and Country list

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, select Yes under Salesforce State and Country list. If you do not have the State and Country picklists option turned on in Salesforce, select No here.

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