How to set up your Salesforce inclusion list

Last updated: November 15, 2017

Available For:

Marketing: Pro, Enterprise
Sales: N/A

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.

This article walks through setting up a new smart list and then setting this new list as your Salesforce inclusion list. 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. If you're a Sales Professional user only, while you can integrate with Salesforce, you will not be able to create an inclusion list.

Go to Integrations

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

Salesforce settings

Under the Your integrations tab, locate Salesforce and then click Settings to the right of it.  

Create your inclusion list

Select the General tab. Then scroll to the Inclusion List section. From the dropdown menu, select +Create Inclusion List.

Make your list

You'll then be brought to your list tool. At the top of the left sidebar menu, give your list a name. Ideally, name your list around the criteria you plan on setting. For example, if you would like to build a list around contacts that have a lifecycle stage of Sales Qualified Lead, you'll name your list someting along the lines of Sales Qualified Leads - SF inclusion list

By default, when creating an inclusion list, HubSpot will set that list to be a smart list. Only a smart list can be set as your Salesforce inclusion list because a smart list will dynamically update as contacts meet the criteria you’ve set in that list.

HubSpot Help article screenshot

Select your list criteria. Your inclusion list will look at the criteria you set and only sync contacts who meet that criteria from HubSpot to Salesforce.

Following the example, to make this list, choose Contact Property | Lifecycle stage | is any of | Sales Qualified Lead. Click Done to set your criteria, and then select Save to save your list.

Once you have saved your list, return to your Salesforce general settings and select the list from the dropdown menu.

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?

To select a different inclusion list, return to your Account Menu > Integrations and then click (Salesforce) Settings (from steps 1 - 2 above). Head back to the Inclusion List section. From the dropdown menu, choose your new inclusion list. Alternatively, you can remove any inclusion list from being set by choosing --No Inclusion List--. Your changes will be saved automatically.

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