Preparing for a Historical Sync in SyncSmart: NetSuite → HubSpot

Before initiating a historical sync, it’s important to ensure that your NetSuite environment and saved searches are properly prepared. The quality and configuration of your saved searches directly impact the accuracy of the data that SyncSmart processes.

Overview

A historical sync allows SyncSmart to process existing NetSuite records (e.g., Companies, Contacts, Items) and push them to HubSpot. The sync relies on NetSuite saved searches to identify which records to include.

Requirements for Saved Searches

1. Create a Saved Search for Each Object Type

You’ll need to provide SyncSmart with a saved search for each object you want included in the historical sync—such as Companies, Contacts, or Items.

2. Make the Saved Search Public

Ensure that the saved search is set to Public. This allows SyncSmart’s integration role to access and process the search results during the sync.

3. Include Only the Required Fields

Each saved search should only include two columns:

• Internal ID – used as the unique key to identify and sync each record.

• Record Identifier – such as the Company Name, Contact Name, or Item Name (used for readability and logging).

4. Order by Internal ID

Set the saved search results to sort by Internal ID (ascending). This ensures the records are processed in a predictable, sequential order during the sync.

How SyncSmart Uses the Saved Search

During the historical sync, SyncSmart processes each record in the saved search using its Internal ID as the unique key. The integration then syncs all mapped fields defined within the SyncSmart UI for that object type.

Each record will be created or updated in HubSpot based on the configured direction of sync and existing mapping rules.

Example

Internal ID Company Name

1234 SyncSmart Systems

1235 Lynton Integration

1236 Proplogix Partners

In this example, SyncSmart will process IDs 1234–1236, syncing their associated data into HubSpot according to your mapping configuration.

Submitting Saved Searches to SyncSmart

Once your saved searches are complete and verified, share the details with your SyncSmart Implementation Manager or Support contact.

Please provide:

• The saved search name and the internal ID (found at the end of the NetSuite URL when viewing the search).

• The object type (e.g., Company, Contact, Item).

• Confirmation that the search is public and correctly ordered by internal ID.

Your SyncSmart team will then review the configuration and schedule your historical sync accordingly.

Summary Checklist

Before submitting your saved searches to SyncSmart:

• One saved search per object type (Company, Contact, Item, etc.)

• Saved search is Public

• Columns: Internal ID and Record Identifier

• Results ordered by Internal ID (ascending)

• Records accurately represent the data you want to sync