wiki/knowledge/hubspot/aviary-abm-list-setup.md · 631 words · 2026-04-05

Aviary ABM List Setup in HubSpot

Overview

During a mock sales pitch review session, Aaron Grossman (Aviary) and Sebastian Gant (Asymmetric) worked through the approach for building segmented ABM lists in HubSpot. A data enrichment workflow run through Apollo had imported a large number of unneeded company records and corrupted some company name fields (inserting the column header "Name" instead of actual company names). The resolution was to use HubSpot's native filter and list tools rather than CSV exports.

Sebastian is assisting Aaron with the cleanup and list-building.

The Problem

Aaron ran an Apollo enrichment workflow that pushed data into HubSpot. Two issues resulted:

Corrupted company names — Some company records show "Name" as the company name instead of the actual name (the column header was imported as data).
Bloated company list — The import added banks, fintechs, and other non-target organizations alongside credit unions, inflating the list from ~10k to ~15,695 companies.

"Instead of Lonewell, it deleted the logo and it just says name." — Aaron Grossman

Target List Structure

Aviary wants four (or more) segmented lists in HubSpot:

List Name	Description
Clients	Current active clients
Pipeline	Current sales pipeline accounts
Top 100	Highest-priority target accounts
Top 500	Broader high-priority target accounts
All Credit Unions	Full universe of credit union accounts

Filter Criteria for Target Accounts

Use HubSpot's built-in company filter view to identify qualifying accounts:

Property	Operator	Value
Number of Employees	is greater than	100
Assets	is greater than	750,000,000 (enter with six zeros)

Applying these two filters to the current company database returns approximately 1,683 companies — a manageable working set from which to build the Top 100 and Top 500 lists.

Additional criteria (e.g., Apollo's "innovative" or "best in breed" scoring) can be layered in once that enrichment data is cleanly imported.

How to Build Lists in HubSpot (Recommended Approach)

Do this — filter in-platform:

Navigate to CRM → Companies.
Click Filters and add your criteria (employees, assets, etc.).
Once filtered, click the top checkbox to select visible records — then click "Select all X records" to capture the entire filtered set, not just the current page.
From there, save as a list, apply a tag, or bulk-edit a custom field for later retrieval.

⚠️ Critical: HubSpot defaults to selecting only the records on the current page (100 per page). Always click "Select all [N] records" after checking the top box to ensure the full filtered set is included.

Avoid this — CSV round-trips:

Exporting to CSV, editing in Excel, and re-importing is error-prone. Mismatched column mapping on import is exactly what caused the current "Name" corruption issue. Use in-platform filtering wherever possible.

Cleanup Steps

[ ] Identify all company records where Company Name = "Name" and correct or delete them
[ ] Remove non-target company types (banks, fintechs) that were pulled in by the Apollo enrichment
[ ] Apply the employee + asset filters to confirm the working universe (~1,683 records)
[ ] Build and save the five target lists (Clients, Pipeline, Top 100, Top 500, All Credit Unions)
[ ] Send list criteria to Sebastian Gant so Asymmetric can assist with list-building

Action Items

[ ] Aaron — Send HubSpot list criteria to Sebastian; coordinate on cleanup session
[ ] Sebastian — Assist Aaron with HubSpot data cleanup and list creation
[ ] Aaron — Fix corrupted "Name" company records before building final lists

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