Viewing and Tracking Imported Accounts and Contacts

Comprehensive Guide to Monitoring Your ZoomInfo Imports in HubSpot

corporate meeting room with screens displaying dashboards

Key Highlights

HubSpot Import Dashboard: Easily view recent imports, including counts of new vs. updated records and direct options to add contacts to lists.
Custom Properties and Filters: Use custom fields and filtering options to track and isolate records imported from ZoomInfo.
Integration Settings and Notifications: Leverage both HubSpot and ZoomInfo settings for seamless data synchronization and automated alerts on new leads.

Understanding the HubSpot Import Dashboard

HubSpot offers robust features that allow you to view and analyze your imported data. When you bring in accounts or contacts from ZoomInfo, HubSpot's import dashboard is your first stop for tracking your recent imports. This section explains how to use the dashboard effectively.

Accessing the Import Dashboard

Begin by navigating to the appropriate section based on the type of record you are monitoring:

Contacts: Go to CRM > Contacts.
Companies/Accounts: Navigate to CRM > Companies.
Deals: Go to CRM > Deals if you also sync associated opportunities.

Within these sections, you will find an "Import" button located in the upper right corner. Clicking this button will display the import dashboard—a centralized view where HubSpot shows details of all past imports, including the number of new records added, the number of records updated, and any errors that may have occurred during the process.

Steps to View and Analyze Imports

Click "Import": In the relevant CRM section, select the "Import" button.
Review Past Imports: Examine the list of predefined import sessions. Each entry typically shows the import date, total records processed, and a breakdown of new versus updated contacts or accounts.
Inspect Details: Click on any specific import session to see granular details, such as error logs or specific field mappings. This allows you to troubleshoot and verify data entry.
Add to List: Most import entries have a "More" dropdown where you can choose to "Add imported contacts to list". This makes segmenting your data easy and keeps your records organized.

Utilizing Custom Properties and Filtering in HubSpot

For users who require more precision in tracking and organizing imported data, leveraging custom properties and filtering options in HubSpot is highly recommended. These methods help you identify records that originate from ZoomInfo imports and can be tailored to your business rules.

Creating Custom Properties

Create a custom field, such as "ZoomInfo Source Identifier" or "Import Date", that is populated automatically during the import process from ZoomInfo. This identifier serves as a flag that distinguishes these records from others in your CRM.

Steps to Configure Custom Properties

Navigate to Settings: In HubSpot, go to Settings > Properties.
Create a New Property: Click "Create property" and choose the appropriate object (Contacts, Companies, or Deals).
Set Up the Identifier: Define a field (for example, "ZoomInfo ID" or "Import Source") and configure it to automatically receive a static value when data is imported from ZoomInfo.
Update Your Integration: Ensure your ZoomInfo integration settings include mapping this custom field, so each import automatically includes the identifier value.

Filtering Imported Records

After setting up a custom property, you can easily filter your CRM database to locate records imported from ZoomInfo. Filtering options in HubSpot allow you to sift through vast amounts of data to find exactly what you need.

Using Filters to View Recent Imports

Add Filter: Within your Contacts or Companies view, click on "+ Add filter".
Select Custom Property: Choose the custom property you created (e.g., "ZoomInfo ID" or "Original Source Drilldown 2").
Set Criteria: Filter by records that have a known value in this field or by a specific date if an "Import Date" property was used.
View Results: This filtered list now displays only imported records, making it easier to track and manage recently added contacts or companies.

ZoomInfo: Integration Settings and Export Features

While most of the tracking and analysis is typically managed within HubSpot, ZoomInfo plays an essential role in data enrichment and the initial stages of the import process. Here’s how you can use ZoomInfo’s features to support tracking efforts.

Configuring ZoomInfo Integration

When integrating ZoomInfo with HubSpot, proper configuration of your export preferences is critical. These settings ensure that each export from ZoomInfo is correctly mapped and identifiable in HubSpot.

Key Integration Settings

Field Mapping: Ensure that relevant fields, including contact identifiers and custom properties, are correctly mapped to the corresponding HubSpot properties.
Static Identifiers: Configure ZoomInfo to pass a distinctive identifier or tag into HubSpot. This identifier allows you to later filter your contacts or companies based on their source.
Notification Setup: Utilize ZoomInfo’s alert systems to receive notifications when new contacts or accounts match your predefined criteria. This proactive measure helps in monitoring the freshness of data in real time.
Data Quality Assurance: Regularly review the export history and validate that the correct fields are being populated. This minimizes errors during the import process.

Export Features and Monitoring

Although ZoomInfo does not provide a dedicated dashboard for viewing the import history within HubSpot, its export features are designed to streamline the data transfer process. By carefully monitoring these exports, you can ensure that the records being sent to HubSpot are current and complete.

Using ZoomInfo for Tracking Imports

Export History: Regularly review your export history logs in ZoomInfo, as they document the most recent batches of data sent to HubSpot.
Custom Fields: When exporting, include additional custom fields that define the export session. This may include fields like "Export Date" or "Export Batch Number".
Automated Updates: If your integration supports it, set up automated updates that sync contact information from ZoomInfo to HubSpot. This approach ensures that even after the initial import, your data remains current.
Quality Control: Implement periodic checks to compare the number of records in ZoomInfo with those in HubSpot. Discrepancies can help you identify any issues with the import process.

Custom Workflow and Reporting Solutions

For organizations with advanced tracking requirements, implementing custom workflows and reports in HubSpot can greatly enhance monitoring flexibility. These solutions can be tailored to meet highly specific operational needs.

Creating Custom Workflows

Workflows in HubSpot can be configured to automatically trigger actions when new data is imported. For example, after an import, a workflow could automatically send a notification to your sales team or update a dashboard reflecting new import data.

Workflow Implementation Tips

Trigger Criteria: Define triggers based on the custom properties set up during the import (such as a specific ZoomInfo identifier).
Automated Actions: Design actions such as sending alert emails, updating CRM records, or even integrating with other tools like Slack for team notifications.
Dashboard Updates: Incorporate workflow data into custom reports that can provide visual analytics of recent import trends, highlighting patterns in new versus updated records.
Error Notifications: Set up criteria in your workflow to flag import errors immediately, allowing for real-time troubleshooting and ensuring accurate data quality.

Building Custom Reports

Custom reports in HubSpot allow you to visualize data related to your imports. These reports can include metrics such as total records imported per day, error rates, and performance trends over time.

Steps to Build an Effective Report

Access the Reports Section: Navigate to Main Menu > Reports > Create Custom Report.
Select Data Source: Choose the object you want to report on (Contacts, Companies, or Deals) and utilize the custom properties or filters set for ZoomInfo imports.
Configure Metrics: Select the relevant metrics, such as the number of new records, update percentages, and any error counts.
Visual Analytics: Use HubSpot’s visualization tools (charts, graphs, and tables) to represent your data. This can help you quickly identify trends and assess the performance of your import strategy.
Save and Share: Once your report is complete, save it for ongoing monitoring and share it with your team to foster data transparency and collaboration.

Summarizing the Methods in a Table

The table below provides an overview of the various methods you can employ to view and track recently imported data from ZoomInfo in HubSpot:

Method	Description	Key Steps
Import Dashboard	View past imports with details on new, updated, and error records.	Click "Import", review session details, and use "Add imported contacts to list".
Custom Properties	Identify and tag records imported via ZoomInfo using custom fields.	Create fields (e.g., "ZoomInfo ID"), map integration, and filter using custom properties.
Filters in HubSpot	Segment your records based on import source and recent import date.	Use "+ Add filter", select custom properties, and set date filters.
ZoomInfo Integration Settings	Configure export preferences for data quality and automated identifiers.	Map fields, set static identifiers, and configure automated notifications.
Workflows & Custom Reports	Automate actions on import and visualize data trends with custom analytics.	Define workflow triggers, build reports in HubSpot, and ensure alert procedures.

Additional Considerations and Best Practices

To ensure that your process of viewing and tracking ZoomInfo imports in HubSpot is smooth and effective, consider the following best practices:

Regular Data Auditing

Implement regular data audits to verify that every imported record is accurately represented in your HubSpot CRM. This can help catch discrepancies or mapping errors from the integration process.

Audit Tips

Compare Totals: Regularly compare import totals in HubSpot with logs in ZoomInfo.
Review Error Logs: Immediately address any errors highlighted in the import dashboard.
Verify Field Mapping: Periodically confirm that all custom properties and static identifiers are being populated correctly.

Compliance Considerations

If you are using these tools for lead generation and data collection, ensure you adhere to compliance standards such as CAN-SPAM guidelines and other regulatory frameworks. Always verify that your data import practices comply with applicable email or data standards.

Action Points

Review Policies: Ensure that your import processes are aligned with industry standards.
Update Workflows: Adjust your workflows to incorporate compliance checks where necessary.