Sync activities and tasks between HubSpot and Salesforce

After installing the HubSpot-Salesforce integration, you can sync HubSpot marketing and sales activities with Salesforce tasks for a more complete picture of interactions with your leads and contacts and your team's productivity. You can also report on HubSpot activities in Salesforce.

Sync Salesforce tasks to HubSpot

To create tasks in HubSpot when tasks are created in Salesforce:

• In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar. Under Manage, select Connected apps.
• Click Salesforce.
• Click the Activities tab.
• Click to toggle the Salesforce task sync switch on.

If you encounter the following error on the Activities tab, learn how to resolve it: 

Problem getting task info from Salesforce. We're having trouble getting task type data from Salesforce. This could be because the Salesforce user doesn't have permission to read the Type field.

After Salesforce task sync is turned on, new tasks created in Salesforce will appear on the corresponding object record in HubSpot when a sync occurs. The following fields on tasks in Salesforce will sync to HubSpot:

• Assigned to
• Related to
• Due date
• Comments

To set up bidirectional sync for HubSpot and Salesforce tasks across both systems, enable timeline sync for HubSpot tasks.

Please note: when you enable the Salesforce task sync, new Salesforce tasks will sync to HubSpot going forward. Learn how to import existing Salesforce tasks into HubSpot.

Sync HubSpot activities to Salesforce tasks

You can sync HubSpot marketing or sales activities to Salesforce as tasks. For example, a contact opening a marketing email can sync to Salesforce as a task. If you're using HubSpot integrations, you can also sync associated contact activities to Salesforce as tasks.

The following activities in HubSpot can be synced to Salesforce as tasks:

• Form submissions
• Marketing email sends/opens/clicks
• Sales email sends/opens/clicks/replies
• Meetings scheduled
• Calls made
• Notes created
• Sales content viewed
• Tasks created
• Integration event installed
  

• In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar. Under Manage, select Connected apps.
• In the Salesforce integration section, click the More dropdown menu and select View details.
• Click the Activities tab.
• Select the checkbox next to a HubSpot marketing or sales activity to sync to Salesforce as a task.
• To specify the Salesforce task type for the activity, click the Salesforce task type dropdown menu and select a task type. If you don't select a specific task type (i.e., -- No task type -- is selected), the activity will sync to Salesforce as a task without a type.

Once you select a HubSpot activity to sync to Salesforce, all HubSpot activities of that type will sync. 

To set up bidirectional sync for HubSpot and Salesforce tasks across both systems, enable the Salesforce task sync.

Please note: sales activities that are associated with multiple HubSpot contacts will be created in only the most recently created HubSpot contact that is successfully syncing with Salesforce. If two (or more) HubSpot contacts were created on the same date, HubSpot will select the contact with the highest Object ID. For example if a sales email was sent to two recipients, that engagement is associated to both recipients' contact records in HubSpot, but when that engagement syncs to Salesforce as a Task, it can only be associated to one Salesforce contact. 

Values in the Assigned to field in the corresponding Salesforce task

HubSpot follows these steps to decide the value synced to the Assigned to field in the corresponding Salesforce task:

• HubSpot syncs the activity owner to the Assigned to field in the corresponding Salesforce task, only if the activity owner is mapped to a user in Salesforce. This only applies to activities with owners (i.e., HubSpot tasks, notes, and calls).
• If the activity owner is not mapped to a user in Salesforce or if the activity does not have an owner (e.g., marketing email sent), HubSpot syncs across the object owner to the Assigned to field in the corresponding Salesforce task, only if the object owner is mapped to a user in Salesforce.
• If both the activity owner and object owner is not mapped to a user in Salesforce, the integration user will be added to the Assigned to field in the Salesforce task.

Learn more about how HubSpot syncs owner information. If you've enabled Salesforce tasks to be synced back to HubSpot, the value in the Assigned to field will be synced back to HubSpot.

Report on HubSpot activities in Salesforce

After syncing HubSpot activities to Salesforce tasks, you can report on them in Salesforce by creating a custom activity report.

• Navigate to your Salesforce account.
• Click the Reports tab.
• Click New Report....
• Click the + icon to expand the Activities folder.
• Click Activities with Contacts or Activities with Leads (separate reports must be created for contacts and leads).
• In the bottom right, click Create.

• Next to Show, select which activities, activity statuses, and activity types to display.
• To filter by a specific activity type or activity name (e.g., a specific marketing email), next to Filters, click Add. 

• Click the first dropdown menu and select Subject.
• Click the second dropdown menu and select contains or starts with.
• Click the third dropdown menu and enter the activity details. For example, marketing and sales email open activities will have a subject starting with the word Opened, and submissions of a form named Contact us will have the subject Submitted: Contact us.

• To run the report, click Run Report. To save the report, click Save.