How To Manage SyncSmart NetSuite + HubSpot Inclusion List

Last updated: October 23, 2025

Overview

Inclusion Lists enhance how data is synchronized between HubSpot and NetSuite. By leveraging an Inclusion List, a Sync Queue Workflow, and a Reset Sync Script, your team can streamline operations, reduce manual intervention, and maintain accurate, up-to-date data across both systems.

These three components work together to automate synchronization and ensure that only the right records flow between HubSpot and NetSuite.

Components Overview

1. Sync Inclusion List in HubSpot

The Inclusion List acts as a dynamic queue of records that need to sync between HubSpot and NetSuite.

  • Configure the list using the mapped fields defined during your setup.

  • When a record is updated after the “Sync to NetSuite” field, it’s automatically added to the Inclusion List.

  • The records on this list become eligible for synchronization through the corresponding workflow.

This ensures only relevant and recently updated data is queued for sync — improving performance and accuracy.

2. Sync Queue Workflow in HubSpot

A workflow in HubSpot automates the process of flagging records for synchronization.

  • When mapped fields are updated, the workflow triggers automatically.

  • It sets the “Sync to NetSuite” field to “Yes” for the affected record.

  • This signals that the record is ready for sync.

Important:

  • Re-enrollment must be enabled on this workflow so that updates to previously synced records are also captured.

  • Ensure that workflow criteria align with your Inclusion List filters to avoid unnecessary syncs.

3. Reset Sync Script in NetSuite

Within the SyncSmart bundle, our team provides a prebuilt script that continuously monitors the “Sync to HubSpot” field in NetSuite.

  • When a record successfully synchronizes, the script automatically resets “Sync to HubSpot” to “No.”

  • This prevents duplicate sync attempts and unnecessary data transfers.

  • If your integration UI includes a filter preventing updates to the “Sync to HubSpot” field, that filter must be removed or adjusted for this process to function properly.

Example Configuration

HubSpot Inclusion List Example

The Inclusion List identifies Contact records that have been updated since their last sync.
Once a record qualifies, it is automatically added to the list and enrolled in the workflow.

HubSpot Sync Queue Workflow Example

This workflow:

  1. Takes records from the Inclusion List.

  2. Sets “Sync to NetSuite” to “Yes.”

  3. Triggers the SyncSmart integration to send the data to NetSuite

    .

Benefits

✅ Automation: Reduces manual updates and sync requests.
✅ Accuracy: Ensures data remains up-to-date and consistent across both systems.
✅ Efficiency: Prevents redundant sync operations and minimizes performance impact.

Tips & Best Practices

  • Regularly review your Inclusion List filters to ensure they align with business rules.

  • Double-check that re-enrollment is enabled for your workflows.

  • Communicate any changes in field mappings to your SyncSmart support team before modifying workflows.

Need Help?

If you have questions or need assistance customizing your Inclusion List, workflows, or filters, contact SyncSmart Support. Our team is here to ensure your data synchronization remains smooth and reliable.