Import lists and sync results
Once you've connected HubSpot, you can import company data for enrichment and sync results back to update your CRM with the latest research.
Importing lists from HubSpot
Import existing HubSpot lists or your entire company database to run PromptLoop research tasks. This is the best way to backfill enrichment or run complex multi-step research.
Prerequisites
- HubSpot integration must be connected
- At least one company record in HubSpot
- A dataset created in PromptLoop (or create one during import)
Steps to import a list
1. Navigate to your dataset
Go to the dataset where you want to import HubSpot data, or create a new dataset.
2. Click "Import from HubSpot"
Select the import option and choose HubSpot as your source.
3. Select your list
Choose which HubSpot list to import, or select "All Companies" to import your entire database.
4. Choose columns to import
Select specific columns to import (recommended). The HubSpot Company ID (hs_object_id) is automatically included — this is essential for syncing data back later.
5. Start the import
Click Import and wait for the process to complete. Import typically takes 1-5 minutes depending on list size.
Pro tip
Never delete the hs_object_id column from imported datasets. It's the most reliable way to update existing records when syncing back to HubSpot.
Syncing results back to HubSpot
After running research tasks on your imported data, sync enriched results back to HubSpot. You can create new records or update existing ones, and preview exactly what will change before applying updates.
Steps to sync data
1. Choose your matching method
Decide how to match dataset rows to HubSpot records:
- Match by HubSpot Company ID (hs_object_id) — Most accurate, recommended for imported lists
- Match by Domain (e.g., example.com) — Useful when you don't have HubSpot IDs
If your dataset has the hs_object_id column, use that matching method. Domain matching is accurate but can have issues with duplicate records that share the same domain.
2. Select the matching column
If matching by domain, select which dataset column contains domain values. The system will auto-detect likely domain fields.
If matching by HubSpot ID, select the column with hs_object_id (usually auto-selected for imported lists).
3. Select sync mode (skip if updating by ID)
Choose how to handle matching and new records:
- Update & Create – Update existing records and create new ones for unmatched rows
- Update Only – Only update existing records, skip rows without matches
- Create Only – Only create new records, skip existing matches
4. Preview the sync
Run a preview to see what will happen:
- Total rows in your dataset
- How many existing records will be updated
- How many new records will be created
- Any skipped or conflicting records
Review the preview carefully before proceeding.
5. Map columns to HubSpot properties
Choose which dataset columns to sync. Each can be mapped to:
- An existing HubSpot property (select from dropdown)
- A new property created directly in this flow
For new properties, define the property name and type (text, number, date, etc.).
Syncing will overwrite existing values in the HubSpot properties you select, even if the dataset cell is blank. Make sure your data is clean before syncing.
6. Run the sync
Click Sync Dataset to HubSpot to apply your changes. The system will match, update, and create records based on your selections.
Quality checks
After syncing, verify the results:
- Check the sync summary for success/error counts
- Spot-check a few records in HubSpot to confirm updates
- Review any error messages for failed rows
- Confirm new properties appear correctly in HubSpot company records
FAQs
What happens if I sync a blank value to a HubSpot property?
It will overwrite the existing value with a blank. Always clean your data and filter out empty rows before syncing if you want to preserve existing HubSpot values.
Can I undo a sync after it runs?
No. Syncs are permanent. Use the preview feature to verify what will change before running the sync. Consider testing on a small list first.
How do I create custom HubSpot properties during sync?
When mapping columns, select "Create new property" and specify the property name and type. The property will be created in HubSpot automatically during the sync.
Why would I use domain matching instead of HubSpot ID?
Use domain matching when you have a list of companies from an external source (not imported from HubSpot) and want to match them to existing HubSpot records by their domain name.