How To Manage SyncSmart ConnectWise + HubSpot Inclusion List

Last updated: November 24, 2025

Overview

Inclusion Lists enhance how data is synchronized between HubSpot and ConnectWise. By leveraging an Inclusion List, a Sync Queue Workflow, and a Reset Workflow, 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 ConnectWise.

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 ConnectWise.

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

  • When a record is updated after the “Sync to ConnectWise” 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 ConnectWise” 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 Field in HubSpot

Within the SyncSmart integration, when a record successfully synchronizes, the integration updates a Last Synced Timestamp field in HubSpot

  • We then leverage this timestamp within a HubSpot workflow to automatically set “Sync to ConnectWise” back to “No.”

  • This ensures records are not repeatedly reprocessed, prevents duplicate sync attempts, and minimizes unnecessary data transfers.

Important:

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

Example Configuration

HubSpot Inclusion List Example

The Inclusion List identifies 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 ConnectWise” to “Yes.”

  3. Sets “Sync to ConnectWise” to “No.”

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.