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
Section titled “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
Section titled “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
Section titled “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
Section titled “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. Use this when you need contacts OutboundSync has updated — including existing contacts updated by a source using Contact handling: Update Only.
- Set the filter condition to is known
- Apply the filter. This will show contacts that were updated by OutboundSync.
The property value is the last synced event type (for example EMAIL_SENT), not the SEP name and not the string OutboundSync. Prefer is known over matching a specific value unless you are filtering for a particular event type.
Using Last app URL to identify the sales engagement platform
Section titled “Using Last app URL to identify the sales engagement platform”HubSpot Record source shows OutboundSync as the creator when OutboundSync creates the contact. It does not name the sales engagement platform. If a contact was created first by a HubSpot form (or another native source), Record source stays on that original source even after Instantly or another SEP syncs history.
To isolate contacts by SEP, filter on Last app URL:
- Search for the property named Last app URL.
- Set the filter condition to contains.
- Enter
instantly.aifor Instantly,smartlead.aifor Smartlead, orheyreach.iofor HeyReach. - Apply the filter.
Last app URL is a deep link into the SEP thread (for example app.instantly.ai). Some platforms (for example EmailBison) may leave this property empty — in that case use the Sales engagement platform field on an OutboundSync timeline/app event instead. See Identifying OutboundSync data in HubSpot.
Custom contact properties require that OutboundSync has created and is updating them. They can also be changed manually or through workflows, so treat them as a practical filter rather than a hard source of truth.
Conclusion
Section titled “Conclusion”By using these filters, you can isolate contacts created by OutboundSync, contacts that already existed in HubSpot but were later updated by OutboundSync, and — with Last app URL — which sales engagement platform produced the synced activity.
