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Data Ingestion Studio FAQs

Quick answers about files, matching, AI, access and automated imports

Overview

These answers cover the questions teams ask most often about Data Ingestion Studio: what it changes, how it treats your data and who can work with each portal. Each answer points to the guide with the full detail.

What this helps you understand

  • What happens to your original file and to HubSpot when you prepare an import.
  • How the Studio decides whether a record already exists.
  • When AI is used and what it receives.
  • Who can see, edit and share imports.

Files and preparation

Which files can I upload?

CSV and XLSX files. The upload area shows the maximum file size for your workspace. For XLSX workbooks, you choose the worksheet, and formula cells use the values last calculated and saved in Excel. See Upload a File and Choose the Data to Process.

Does the Studio change my original file?

No. Preparation, skipped rows and skipped columns never change the original upload. You can download the original file from import history until the import is deleted.

Does preparing files import anything into HubSpot?

No. Preparing files never imports CRM records by itself. With Prepare files only, you download import-ready files and import them using HubSpot's import tool. Creating a HubSpot property or dropdown option is a separate action with its own confirmation.

Can one file create companies, contacts and notes?

Yes. One source table can be split into separate company, contact and note outputs, and one column can populate several properties. See Choose Outputs, Import Modes and Record Identifiers.

Matching and HubSpot records

How does the Studio find existing records?

Matching runs only when Look up existing HubSpot records before exporting is turned on in Details, and lookups are read-only.

  • Rows with a valid HubSpot record ID use that ID directly.
  • Contacts are matched by exact email address only. Names, fuzzy similarity and AI are never used to match contacts.
  • Companies are matched using name similarity, country and the company properties selected in Settings, so a domain isn't required.

See Match Incoming Records to Existing HubSpot Records.

What happens if a lookup fails?

The row shows an error. A failed lookup is never treated as a confirmed "no match", so review the row before preparing the import again.

Does deleting an import remove records from HubSpot?

No. Deleting an import removes it and its files from the Studio only. Records already imported into HubSpot are not affected. Deletion cannot be undone.

AI assistance

Do I have to use AI?

No. AI header mapping and AI company matching are optional, and they may not be available in your workspace. Without them, the Studio uses its standard header recognition and rules-based matching.

What data is shared when AI or name splitting is used?

  • AI header mapping: Only column headings and the allowed HubSpot property names. Cell values are never sent.
  • AI company matching: Only the company properties selected in Settings and the relevant matching evidence. Other columns and contact data are not shared.
  • Name splitting: Only the selected full-name values are sent to the furball name service. No other columns are sent.

Confirm that these options meet your organisation's data policies before turning them on.

Access and teamwork

Why can't I see a portal?

A portal appears only when it is connected to the Studio, approved and you've been given access. Ask a Studio administrator to grant your work email access. See Connect HubSpot Portals and Manage Staff Access.

Can colleagues work on the same import?

Everyone with Studio access to a portal can see and open its imports. Only one person can edit an import at a time, while others can view it. Use Share current view to send a colleague a link. Links don't grant access. See Share Imports and Work Safely with Your Team.

Do changes to portal defaults affect open imports?

No. Saved defaults apply to new imports. An open or reopened import keeps the choices it was saved with. See Manage Studio Portal Settings and Defaults.

Delivery and automation

What's the difference between Prepare files only and Automated ingestion?

  • Prepare files only: You download import-ready files with instructions and import them using HubSpot's import tool. The Studio writes nothing to HubSpot.
  • Automated ingestion: Where enabled for the portal, you review a confirmation summary and the Studio imports companies, contacts, notes, event participation and segments for you.

Can I stop an automated import?

Yes. Choose Stop after current phase to stop at the next safe point. Changes already completed stay in HubSpot. A paused import can continue with Resume from checkpoint. See Track, Stop and Recover an Automated Import.

Does the Studio keep HubSpot in sync automatically?

No. The Studio prepares and imports files you upload. It doesn't provide two-way synchronisation. API inputs and scheduled jobs are planned capabilities, described in the Data Ingestion Studio Roadmap.

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