Before you start, please keep in mind that you can bring your HubSpot contact lists to RollWorks in two different ways:
- Imported Contact Lists: You can import your pre-existing HubSpot contact lists to RollWorks as is. New contacts will refresh every 24 hours. After importing a contact list you cannot edit the list from RollWorks and you cannot filter the contacts using other data offered RollWorks. If you prefer this method jump to this article.
- Enhanced Contact Lists: You can create contact lists natively in RollWorks by bringing over your own HubSpot Contacts and filtering them with other data offered by RollWorks like RollWorks Keyword Intent, Bombora Company Surge Intent, Journey Stages, RollWorks Company Attributes, and Marketo Contact and Account Level Activity. New contacts will refresh every 12 hours. Continue reading to learn more.
Do you need help deciding which option is right for you?
If you need help deciding between Enhanced Contact Lists and Imported Contact Lists visit this help center article to learn the key differences.
Use Cases
Watch a 5-minute demo of the Enhanced Contact List experience to learn how to create contact lists within RollWorks without having to bounce back and forth between RollWorks and your CRM to accomplish the following use cases:
- Convert Contacts to "Sales Ready" (video 1:38'): Warm up contacts that work for companies that are in the Unaware or Aware Journey Stages and that are also showing Bombora Company Surge Intent with helpful top-of-funnel or middle-of-funnel content showing how your product solves their specific pain points. Sending engaging content helps qualify contacts for sales to begin outbounding to them.
- Provide Air Cover for Sales (video 2:55'): Identify contacts that work for companies that are in the engaged, Sales Ready Journey Stage (see how to customize Journey Stages), or already have an open deal/opportunity in your CRM and create marketing campaigns to engage the buying committee through multiple channels (Web, Email, Facebook, Instagram) so they are more likely to
respond to Sales or progress through the deal/opportunity stages. - Get Personal (video 3:50'): Use Journey Stages and Bombora Company Surge Intent to understand the behavior your prospects are showing, and personalize your messaging across Web, Email, Facebook, Instagram, and Sales engagement for greater response and engagement rates.
Create an Enhanced Contact List
Before you start
- Ensure that your HubSpot account is connected to RollWorks. Click here to learn how to complete the initial integration setup.
- Creating Enhanced Contact Lists will allow you to either target them with Ads or exclude them from these RollWorks Ad Campaigns:
- Creating Enhanced Contact Lists will allow you to engage these contacts in other channels such as Marketing email automation and Sales email automation through our new Beta feature called Orchestration Workflows.
Step 1: Navigate to the Contact List Builder feature
- Log in to RollWorks, navigate to Audiences > Contact Lists > Enhanced Lists > Create Contact List.
Step 2: Name your Contact List
- Type a name to label this new contact list. Use a naming convention that will help you identify this contact list later when you have multiple to select from.
Step 3: Select your filters to create your Contact List logic
Warning
Regardless of what filters you choose in this step, your resulting list will only include contacts that exist in your HubSpot instance.
If you want to import an existing contact list from Marketo in full, we suggest using Imported Lists instead. Click here to learn more.
Example
In the example below we are creating an Enhanced Contact List by finding all our existing HubSpot contacts for Accounts designated as strategic in our CRM and the accounts that have surged with High intent in ABM within the last 90 days.
Step 4: Save and wait for the sync to complete
After completing the steps above you have successfully created a HubSpot-based Contacts List combining your own HubSpot data and data offered by RollWorks.
Now that you have synced over your contact lists from HubSpot to RollWorks, you can engage or suppress this audience in your RollWorks Ad Campaigns.
Using Keyword Intent Filters
You can use RollWorks Keyword intent filters to build your Enhanced Contact List. This is a simple approach to creating a list, however, is it important to know that we will only return contacts that exist in your CRM.
The resulting contacts must exist in your CRM
If a contact does not already exist in your Salesforce or HubSpot instance we cannot legally add the contact to the list.
Using Bombora Filters
You can use Bombora Company Surge intent filters to build your Enhanced Contact List. This is a simple approach to creating a list, however, is it important to know that we will only return contacts that exist in your HubSpot Instance.
The resulting contacts must exist in your CRM
If a contact does not already exist in your Salesforce or HubSpot instance we cannot legally add the contact to the list.
Using Marketo filters
You can use Maketo lead and account activity filters to build your Enhanced Contact List. This is a simple approach to creating a list, however, is it important to know that we will only return contacts that match your Marketo filter criteria if they already exist in your HubSpot Instance.
The resulting contacts must exist in your CRM
If a contact does not already exist in your Salesforce or HubSpot CRM we cannot legally add the contact to the list.
If you want to import an existing contact list from Marketo in full, we suggest using Imported Lists instead. Click here to learn more.
Export your Enhanced Contact List
Follow the steps below to export your Enhanced Contact List in case you wish to share it with your team members.
- Log in to RollWorks and navigate to Audiences > Contact Lists > Enhanced Contact Lists
- Select the list you wish to export
- Click Take Action button and click Export.
The feature is set to export all contacts from the list by default, but in case you only want to export some of them, you are able to select the ones that are of interest to you.
Daily List Sync
The data sync between RollWorks and HubSpot is scheduled daily at 9:00 am (UTC), this is when RollWorks will ingest field values on your HubSpot records. If the values on your HubSpot records have changed since the last sync we will dynamically update your Enhanced Contact lists based on these changes.
Any manual or dynamic changes to your contact lists will be reflected in your advertising campaigns within 12 hours. The underlying audiences in your advertising campaigns update daily at 12:00am and 12:00pm (UTC).
Confirm the Status of your List
To confirm if an Enhanced Contact List is ready to be used in Ad Campaigns log in to RollWorks, navigate to Audiences > Contact Lists > Enhanced Lists, and search for your contact list.
| Sync Status | Description |
|---|---|
|
Green Syncing |
CRM / MAP data is successfully being imported into RollWorks. Enhanced Contact List used in Campaigns is working as expected. |
|
Yellow Syncing |
CRM / MAP data is successfully being imported into RollWorks but there is something wrong with the Enhanced Contact List:
|
|
Red Stopped Syncing |
The Enhanced Contact List stopped syncing due to a breaking error:
|
|
Grey Syncing |
There was previously an integration error (see above). We are now recognizing the integration has been re-enabled, however, the List and Data Ingestion have not actually run the 12hr batch update. |
Troubleshooting
- Log in to RollWorks and navigate to Integrations.
- Confirm the HubSpot card says Connected.
If the Hubspot Integration is not Connected, click Connect to complete the integration setup. Learn about it here.
If the HubSpot Integration is already Connected, confirm that you allow RollWorks to sync standard fields from HubSpot:
- Log in to RollWorks and navigate to Integrations.
- Mark the checkbox Gain Access to powerful... under HubSpot Data Sync Settings.
- Click Save.
Enhanced Contact Lists FAQ
Is there a minimum amount of contacts required to create an Enhanced Contact List?
There is no minimum number of contacts required, however, if you plan to use this list to display ads the list must have at least 100 matched emails for an ad campaign to run.
Because Enhanced Contact Lists are dynamic, your list may refresh and yield less than 100 contacts. If the list is being used in an active ad campaign we will:
- Stop serving ads for the campaign due to the 100 email threshold.
- The contact list status will be synching (in yellow) indicating that this contact list is being used in a Campaign and the contact list used as the Ad Segment is in “Not Qualified for Advertising” status because there are fewer than 100 emails in the list.
Why I am not seeing contacts that I know exist in Marketo?
You can use Maketo lead and account activity filters to build your Enhanced Contact List. RollWorks will use the Marketo filters you apply and query your HubSpot CRM, we will only return contacts that both match your Marketo filter criteria AND that already exist in your HubSpot Instance.
If you want to import an existing contact list from Marketo in full, we suggest using Imported Lists instead. Click here to learn more.
Why is a Journey Stage greyed out and saying no data is available in the Enhanced Contact List builder?
Journey Stages may have no data available for two reasons:
-
Because the Journey Stage itself does not have any accounts that qualify based on the Journey Stage rules.
-
Because the Journey Stage was recently created or edited and the accounts that meet the Journey Stage criteria are still loading.
Why am I not seeing values that I know exist in my HubSpot?
If no accounts or contacts match a particular value, the value will not be available as an option in the value selector. For example, let's say you want to use HubSpot Deals as an attribute, and you want to see contacts at accounts in the Assessment stage. If no accounts are in the Assessment stage, then Assessment will not show up as an option with typeahead.
