Setup - HubSpot

This guide is self-contained — every permission and scope required is listed in the steps below. For why each permission is needed, alternative permission models, and the full security and permission-propagation details, see Permissions & Security - Hubspot.

Prerequisites

Who you need to be

• HubSpot Super Admin, or a user with Developer tools access, to create and manage an account service key

• Ability to grant the required scopes on that service key

• Simpplr administrator access to add and configure Enterprise Search sources

Network and firewall

• Outbound HTTPS access from Simpplr to HubSpot Cloud APIs at https://api.hubapi.com

Step 1 — Prepare HubSpot

Credentials you will need from the source

• Portal ID (HubSpot Account ID)

• Account service key (Bearer value)

1. Sign in to HubSpot.

2. Note your Portal ID in Profile Dropdown > Account section

   

3. Go to Development → Keys → Service keys. 

4. Click Create service key, name it (for example Simpplr Enterprise Search), and add the following scopes (see Permissions & Security - Hubspot for why each is needed):

   • crm.objects.contacts.read

   • crm.objects.companies.read

   • crm.objects.deals.read

   • tickets

   • crm.objects.owners.read

   • settings.users.read

   • settings.users.teams.read

   

5. Create the key, open it, click Show, then Copy the Bearer value. Store it securely — you will paste it into Simpplr in the next step.

Step 2 — Add HubSpot as a source in Simpplr Enterprise Search Admin Panel

1. In Simpplr, go to: Manage Features → Enterprise Search → Add Source.

   

2. Search for and select Hubspot.
   

3. Enter a Connection Name for this instance.

4. Enter the credentials from Step 1:

   • Portal ID

   • Service key

   

5. Click Save configuration and confirm.

Note: This creates the connector, but data sync does not begin yet. You can set up filters and ingestion scope in the next step before the first sync runs.

Step 3 — Add filters and ingestion scope

Filters control which content gets indexed. All filters are optional — if none are set beyond defaults, all accessible in-scope CRM content is indexed.

1. Set filters — configure which content to include or exclude from indexing.

   Default age window

   • Created within the last 2 years is on by default (based on HubSpot create date). Adjust if you need a wider or narrower corpus.

   Object types

   • Contacts, Companies, Deals, and Tickets are on by default.
     

2. Set Audience configuration (optional) — restrict the connector to a specific Simpplr audience. Only members of the selected audience will be able to find this content in Enterprise Search. If left unset, all users with access can search this content (still subject to HubSpot record permissions for contacts, companies, deals, and tickets).
   

3. Click Save and sync — this saves the configuration and initiates the first full sync.

   Alternatively, click Exit to save and resume setup later. To start the sync manually, go to Enterprise search → Hubspot → Status and click Sync now.

Step 4 — Verify the sync

1. Monitor progress at: Enterprise Search → Hubspot → Status.

2. The dashboard shows sync status, total items indexed, and any errors.

   

What success looks like:

• Shortly after the connector is initialized, the status shows In progress and the item count begins increasing.

• When the initial full sync completes, the status shows Success and HubSpot results appear in Enterprise Search for users with access.

• Initial full sync duration depends on content volume and HubSpot rate limits — large portals can take several hours because each contact, company, deal, and ticket requires a permission lookup.

If the sync stays in Pending, fails, or completes with far fewer items than expected, see Troubleshooting - Enterprise Search Connectors and Troubleshooting & FAQs - Hubspot.

Key rotation: When you rotate the HubSpot service key, update the Service key field in Simpplr before the old key expires, then confirm the next sync succeeds.