How to set up your Salesforce inclusion list

Last updated: June 28, 2017

Available For:

Marketing: Pro, Enterprise
Sales: Professional

An important and powerful feature of the Salesforce integration is that you can create and use a smart list within HubSpot to limit the contacts that sync from HubSpot to Salesforce. If your sales team only wants leads that meet a very specific criteria to enter their Salesforce database, the inclusion list is helpful in passing on only the most qualified leads to your sales teams.

First, we’re going to set up a new smart list and then we’ll see this new list as our Salesforce inclusion list. Remember, nobody outside of this list will sync from HubSpot over to Salesforce, so when you’re building this smart list, make sure you think carefully on the criteria.

Also at the end of these instructions is a step to disable your Salesforce inclusion list.

Please note: if you do not set a Salesforce inclusion list, all contacts in HubSpot will sync to Salesforce

Go to Integrations

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

Salesforce settings

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

Create Inclusion List

Navigate down to Inclusion List section and click the grey button that says Create Inclusion List.

Make your list

In the open text box, give your list a name. In this example, we'll build a list around HubSpot contacts that have a lifecycle stage of Sales Qualified Leads so it will be named accordingly.

HubSpot Help article screenshot

By default, when creating an inclusion list, HubSpot will set that list to be a smart list. You'll notice that the Static List option is greyed out. Only a smart list can be set as your Salesforce inclusion list - this is the case because a smart list will dynamically update as contacts meet the criteria you’ve set in that list.

HubSpot Help article screenshot

Add in criteria

Now you'll actually want to build out your list based on a set of criteria. Your inclusion list will look at the criteria you set in this inclusion list and only sync contacts who meet that criteria from HubSpot to Salesforce.

Following the example, to make this list you would choose Contact Property > Lifecycle Stage > is any of > Sales Qualified Lead.

HubSpot Help article screenshot

Save list

Once you’ve decided on and set up your list criteria, click the blue button to Save List.

HubSpot Help article screenshot

Note that once you have saved your list in this pop-up, your new list will automatically be set as your Salesforce inclusion list.

HubSpot Help article screenshot

Your changes will be saved automatically. You’ve successfully set up your Salesforce inclusion list!

But what if I decide later on that I don’t want to use that inclusion list anymore?

If you've decided you don't want to limit your Salesforce sync, you can disable your inclusion list by first navigating to Account Menu > Integrations > (Salesforce) Settings (from steps 1-2 above). Head back to the Inclusion List section. Here you'll see the a dropdown menu with the inclusion list you currently have set. Select this dropdown, then choose your new inclusion list. Or you can remove any inclusion list from being set by choosing --No Inclusion List--. Your changes will be saved automatically.

HubSpot Help article screenshot

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