Overview
Record ownership works differently depending on whether you sync with Salesforce or HubSpot.
- For new Salesforce connections using the Apollo managed package, the Apollo admin who connects Salesforce using the dedicated integration user becomes the team sync user. New records created through the account-wide team sync connection are owned by the integration user by default. Individual Apollo users can still connect their personal Salesforce credentials to manually sync records or access private or shared Salesforce views.
- For HubSpot, ownership depends on whether the Apollo user pushing the record has connected their personal HubSpot credentials.
In Salesforce, record ownership and record creation are different. The Owner field determines who owns a record, while Created By identifies the Salesforce user that created it.
For assignment rules, routing, reporting, and downstream Salesforce logic, use the Owner field instead of Created By.
If your Salesforce admin enables audit-field permissions, Apollo admins can map Apollo's created_by field to Salesforce CreatedById for supported new records created by Apollo. This doesn't change record ownership or backfill existing Salesforce records.
Check out the following sections to learn how record ownership works with Salesforce and HubSpot.
Salesforce Record Ownership
For new Salesforce connections, the Apollo admin who connects Salesforce with the Apollo managed package using the dedicated integration user becomes the team sync user. Account-wide sync normally runs through that Salesforce integration user's connection.
When Apollo creates a new contact, lead, or account in Salesforce through this connection, the integration user owns the new Salesforce record by default. If Apollo updates a record that already exists in Salesforce, the existing record owner remains unchanged. An admin can select another eligible Apollo user for team sync when needed.
If your team connected Salesforce before the Apollo managed package was introduced, your existing connection continues to use its current Salesforce credentials.
If a new Salesforce record needs to belong to a specific team member instead of the integration user, update the record owner directly in Salesforce after Apollo creates the record.
HubSpot Record Ownership
When you create a contact or account in Apollo, you are the owner of that Apollo record. When Apollo pushes the record to HubSpot, ownership depends on whether you have connected your personal HubSpot credentials.
- If you have connected your personal HubSpot credentials, records you push can be assigned to your HubSpot user.
- If you haven't connected personal HubSpot credentials, Apollo uses the credentials available through your team's HubSpot integration.
For a single record, use the HubSpot push action on the individual contact or account. For bulk records, go to Settings > Integrations > HubSpot > Contacts or Accounts > Sync.
Next Steps
Use these resources to manage Salesforce and HubSpot sync behavior and record ownership.
| Integrate Salesforce with Apollo | Set up a new Salesforce connection with the Apollo managed package and dedicated integration user by integrating Salesforce with Apollo. |
|---|---|
| Use Team Sync Authentication with the Salesforce Integration | Learn how to review or change the Apollo user selected for team sync. |
| Configure Salesforce Push Settings | Control which new records Apollo creates in Salesforce and when they're created by configuring Salesforce push settings. |
| Map Default Apollo Fields to Salesforce | Review Salesforce field mappings to control how supported Apollo fields, including creation data, map to Salesforce. |
| Configure HubSpot Sync Settings | For HubSpot, configure sync settings to control how Apollo records are pushed and assigned in HubSpot. |