Connect Outreach and HubSpot via data sync by HubSpot

Objective

With HubSpot data sync you can create a one-way or two-way contact sync between HubSpot and Outreach.

Applies To

• Outreach Admins
• Super Admin or have App Marketplace permissions in your HubSpot account

Procedure

Connect the Integration

1. In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar, then select App Marketplace.
2. In the search bar, enter Outreach, then click the search result. 
3. In the top right, click Install app.
4. In the dialog box, click Next, then log in to your app account.
5. Review the requested access permissions, then click Allow. You'll be redirected back to the app page in your HubSpot settings.
   

Please note: if you are using multiple sync solutions to sync data with HubSpot already, you might want to pause them or make sure they are not conflicting.

Configure Sync Settings

Turn on the sync

After connecting the app you will need to turn the sync on. You can configure a one-way or two-way sync for your data.

1. In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar. Under Manage, select Connected apps.
2. Click the app.
3. Click Set up your sync.
4. On the Choose an object to sync page, click the object you want to sync between HubSpot and Outreach.
5. Click Next.

 

Creating and updating contacts

Decide what happens when a contact is updated in the other app or HubSpot.

There are four separate configurations you can select:

• Two-way sync (Default).
• One-way sync from HubSpot to your Outreach app.
• One-way sync from your Outreach app to HubSpot.
• Use sync filters

One-way sync from HubSpot to Outreach

This configuration will sync all new and updated contact information from HubSpot to Outreach.

One-way sync from Outreach to HubSpot

This configuration will sync all new and updated contact information from your Outreach app to HubSpot.

Two-way sync

This configuration will sync all new and updated contact information from HubSpot to Outreach and from Outreach to HubSpot. For contacts that already exist in both platforms, their contact properties will be merged.

Use sync filters

Sync filters can be used to limit the scope of the sync. It is recommended to apply a filter each time you set up a sync. The filters that appear in the dropdown menus depend from app to app.

To test out your sync, you can create a static list with a small number of contacts first before setting it live for all or a larger set of contacts.

Handling duplicates

By default, HubSpot will only sync contacts that have a valid email address. You can turn this off by clearing the checkbox.

Deleting contacts

The integration will not delete contacts when they have been deleted in the Outreach app.

Resolving data conflicts

When you have two-way sync enabled there may be some data conflicts that will need to be resolved. For example, in HubSpot, the First name of a contact is Dave while in the Outreach app the First name of that same contact is David. This is a conflict that will be resolved by looking at the defaulting app. If there is no value in the field in the defaulting app, no data will be removed from the Outreach app.

Please note: this setting does not overrule sync direction.

1. When you're happy with your sync setup, click Review in the top right.
2. Review your sync and click Save and sync.
   • The initial sync may take a while to run, when it is complete contacts will sync within 5-10 minutes of a change.
   • Any time you turn on a new sync or change settings, we will immediately import any relevant historical updates.

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Edit data sync

1. In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar. Under Manage, select Connected apps.
2. Click the app.
3. Click Actions > Edit sync settings

• You will be redirected to the sync settings.

Review your field mappings

In the Map your fields section, review the default property mappings and how information syncs between HubSpot and Outreach. If you have a paid Operations Hub subscription, you can set up custom mappings for properties.

To turn off a mapping, click to turn the toggle off. 

To set up a custom field mapping:

• Click Add a mapping. 
• Use the dropdown menus to select the third-party app and the HubSpot property you want to map.
• Click  success Update.

• To turn off custom mappings, click to toggle the switch off. 

Learn more about specific rules and considerations for data sync field mappings. 

Set up your sync rules

On the Limit screen, configure how you want to sync records from HubSpot to your Outreach , and vice versa.

By default, HubSpot will only sync contacts that have a valid email address. To turn this off, in the Reduce the change of duplicates section, clear the Only sync contacts with an email address checkbox.

During the initial sync, HubSpot will compare both databases. When a match is detected, existing records will be updated. Data sync matches contact records by comparing the contacts’ email addresses, then the company email address, name, and domains.

For company records, data sync matches company records in each app based on either company name or domain name. For some connectors, the connector can only use name as the main identifier, as some apps don’t have a domain field. 

Please note: when an app has both a company name and domain field, HubSpot will match two records if they have the same company name but a different domain, and vice versa.

In the Limit which records sync section, choose criteria to limit which records will sync from HubSpot to Outreach, and vice versa. 

Associate records

HubSpot attempts to maintain the same associations between records (e.g., companies associated with contacts, or deals associated with companies) when syncing with the original app you connected, whenever possible.

To view records associated with contacts syncing from your other app:

• Click the Actions dropdown menu on any of your object syncs, then select Edit sync settings. 
• Click Configure.
• In the Map your fields section, click the All mappings dropdown menu and select Association mappings. 
• You will see the record syncing from the third-party app and its association to the object. 

Associated records will only be created if there’s a sync running for that same object. For example, if you have only a contact sync but no company sync, the associated company will not be kept in sync.

If a record has multiple company associations, only the primary company will be synced. 

Please note: in most cases, data sync can only automatically associate invoices to contacts. Invoices must be manually associated to company records in HubSpot. 

Review rules and start the sync

In the Review screen, review the rules you’ve configured, then click Save and sync. The initial sync will then begin to process.

After the initial sync is complete, records will sync within 10 minutes of a change. 

Resync deleted records

If you've deleted records in either HubSpot or your third-party app, you can resync deleted records to recreate them in either app:

• In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar. Under Manage, select Connected apps.
• Click the app.
• In the Failing column, click the number of records that are failing to sync. 
• In the right panel, click Actions.
• Select either Resync deleted records in HubSpot or Resync deleted records in [third-party app].

 

• Click Resync all. 

Turn off data sync

You can turn off data sync to prevent records from the app from syncing from HubSpot, and vice versa. 

• In your HubSpot account, click the Marketplace icon marketplace in the main navigation bar. Under Manage, select Connected apps.
• Click the app.
• Click the Actions dropdown menu and select Turn off sync.

• In the pop-up box, click Turn off sync.

Once the sync has been turned off, you can turn it on again by clicking Edit sync settings, or delete the sync.