HubSpot Data Sync: Avoiding Overwrites from Google Sheets

Syncing data between different platforms can be a real game-changer for efficiency, especially when you're connecting your CRM like HubSpot to tools like Google Sheets via Data Studio. But what happens when you don't want certain data fields overwritten during the sync? That's exactly the question that popped up in a recent HubSpot Community discussion.

The Challenge: Selective Data Syncing

The original poster wanted to sync data to HubSpot using Data Studio and a connected Google Sheet, aiming to create and update contacts. The catch? They needed a way to prevent specific columns from being overwritten, similar to the "do not overwrite" option available during regular contact imports. Is this possible with Data Studio and Google Sheet sync? Let's dive into the solutions offered.

Workaround 1: Staging Properties and Workflows

One community member suggested a clever workaround using staging properties and HubSpot workflows. Here’s the breakdown:

Connect your Google Sheets file via Data Studio <> Google Sheet sync.
Map the columns you're okay with overwriting to their final HubSpot properties.
For the properties you want to protect from overwrites, create new, dedicated properties (e.g., "Company Address (Google Sheet)") and map the Google Sheet data to these staging properties instead.
Create a HubSpot workflow that triggers when the actual "Company Address" property is empty. The workflow should then stamp the "Company Address" property with the value from the "Company Address (Google Sheet)" property.

This way, the data from Google Sheets only populates the original field if it's currently blank, preserving existing information. It's a bit of a manual process, but effective.

Workaround 2: Leveraging Google Sheets Add-ons

Another respondent pointed out that the "do not overwrite" behavior isn't natively supported by Data Studio. However, since Google Sheets sits in the middle of the workflow, it can act as a control layer.

They suggested using a Google Sheets add-on available in the HubSpot Marketplace that connects Google Sheets directly to HubSpot with a two-way sync inside the spreadsheet. This type of tool allows you to control how records update, choosing to insert, upsert, or exclude specific fields from being written back to HubSpot.

Instead of Data Studio pushing everything and potentially overwriting fields, you can use the Sheet as your control center and decide exactly which columns should update HubSpot and which shouldn’t. This could streamline the process and provide more granular control, especially if you already rely on Google Sheets for data management.

Which Approach is Best?

The best approach depends on your specific needs and technical comfort level. The staging property/workflow method is a solid option if you're comfortable with HubSpot workflows and want a free solution. If you're looking for a more streamlined, potentially less manual process, exploring a Google Sheets add-on with granular control might be worthwhile.

ESHOPMAN Team Comment

The HubSpot Community thread highlights a common challenge with data syncing: the need for granular control over data updates. While the staging property workaround is clever, it can become cumbersome for numerous fields. We at ESHOPMAN believe that native HubSpot functionality or a dedicated integration offering field-level control during data sync is crucial for efficient data management. This level of control would be a significant improvement for users managing product data and customer information within HubSpot.

Ultimately, understanding the limitations of your data connectors and exploring available workarounds or integrations is key to maintaining data integrity in your HubSpot CRM.