Filtering and building contact lists

When to use this guide: Use this guide when configuring or validating CRM integration behavior.

OutboundSync’s data integration allows you to sync outbound activity into HubSpot. Depending on your webhook settings, OutboundSync may create new contacts or only update existing matched contacts.

To identify contacts created by OutboundSync, use HubSpot’s source properties. To identify existing contacts that OutboundSync has updated, use OutboundSync’s custom contact properties.

In this example, we are going to apply filters in the Contacts section of HubSpot. You could save these filters to save this view for future use.

The methods of using filters shown here can also be applied elsewhere in HubSpot, such as in lists, workflows, and reports.

Access the Advanced Filters Panel

There are two ways using default HubSpot properties that cannot be edited. In either case, we will want to use Advanced Filters.

Go to your HubSpot Contacts list.
Click on the Advanced Filters button to open the filter panel.

Using Record Source Detail 1

In the filter panel, search for the property named Record source detail 1.

Set the filter condition to is equal to any of.
Enter OutboundSync as the value.
Apply this filter to display contacts that originated from OutboundSync.

“Record Source Detail 1” refers to how the contact was created in HubSpot. This is useful for contacts created by OutboundSync, but it will not identify every existing contact that was later updated by OutboundSync.

Using Original Source Drill-Down 2

Alternatively, you can filter contacts by using the property Original source drill-down 2.

Set the filter condition to is equal to any of.
Enter 1738916 (OutboundSync’s app ID) as the value.
Apply the filter. This will show contacts that were created via OutboundSync.

“Original Source Drill-Down 2” tracks the specific source where the contact first originated. In this case, 1738916 is the app ID of OutboundSync, identifying it as the detailed source.

Using OutboundSync’s custom contact property group

Another way you can build lists like this is using OutboundSync’s custom contact property group.

One custom contact property that will be updated every time is Last update source. This specifies how OutboundSync most recently updated the contact inside of your HubSpot portal.

Set the filter condition to is known
Apply the filter. This will show contacts that were updated by OutboundSync, including existing contacts updated by a webhook receiver using Contact handling: Update Only.

This is not the recommended method. First, this requires the custom contact properties are created and are being updated by OutboundSync. Next, these properties can be manipulated manually or through workflows. However it does work and may be a good fit for your use case.

Conclusion

By using these filters, you can isolate contacts created by OutboundSync and contacts that already existed in HubSpot but were later updated by OutboundSync.

Next step

Run a webhook test payload