MCPHow ingestion filters work
Filters are set per connection. Each connection has its own filters, and they apply to every sync GainTrace runs for that connection, scheduled or manual. Webhook-delivered CRM changes are picked up by the next sync, so they pass through the same filters. During a sync, GainTrace checks each incoming record against your filters. Records that match sync normally. Records that do not match are skipped: counted, never stored as records. There are two kinds of filters, and you can combine them:
Company conditions are cross-connector: a condition like MRR above $0 passes for a HubSpot Company even when the MRR came from Stripe, because both sources contribute to the same unified Company profile.
Stream filters are source-native: they see the record’s own field names, so a HubSpot deal filter uses HubSpot property names, not GainTrace field names.
Build conditions
A filter is a list of conditions. The first condition reads Where; each additional condition joins with and or or, and you can click the connector word to switch between them. Company conditions can target these unified profile fields, plus any custom field you type in:
Stream filter fields come from the connection’s discovered schema, so you pick from the fields your source actually sends.
The operators offered depend on the field’s type:
Skip linked records with a Company
When a Company fails your Company conditions, its related records usually should not sync either. Two controls under Company conditions handle this:- Skip linked records too: when on, People, deals, and activity belonging to a Company that fails the conditions are skipped with it. This is on by default.
- Records with no linked company: choose Keep or Skip for records GainTrace cannot link to any Company. The default is Keep, because initial backfills often deliver People and deals before their Companies arrive. This option appears while Skip linked records too is on.
Set filters on a connection
Changing filters requires workspace admin permissions. Members without settings permissions see the filters read-only.1
Open the connection
Go to Data > Sources and click Manage on the connection you want to filter.
2
Find the Ingestion filters section
Scroll to Ingestion filters on the connection’s settings page.
3
Add Company conditions
Under Company conditions, click Add condition and build your rule. If you are starting fresh, the one-click example Try an example: only sync paying customers (MRR above $0) seeds the most common condition.
4
Add stream filters (optional)
Click Filter a stream, pick a stream, then click Add rule to add conditions on that stream’s raw fields. Click Remove on a stream card to drop its filter.
5
Save
Click Save filters. Nothing you build takes effect until you save, so a half-finished rule never skips records. Saved filters apply from the next sync.
What happens to records that do not match
- Non-matching records are skipped during sync. They are counted but never stored as Company, People, deal, or activity records. GainTrace may keep a few raw sample values per stream for field discovery; these are captured before filtering.
- Filters apply from the next sync after you save them. Records already in your workspace stay; saving a filter never deletes existing records.
- Filtering happens inside GainTrace after records are read from the source, so filters reduce what lands in your workspace but do not reduce your source’s API usage.
Filters fail open. If GainTrace cannot evaluate a condition against a record, or a saved rule cannot be read, it keeps the affected records instead of dropping them. The worst outcome of a broken filter is syncing too much, never silently losing records.
Read the skipped counts
Once at least one record has been skipped, the Ingestion filters section shows a running total next to its heading, for example 1,240 skipped to date, and each stream with its own filter shows its own count. These are cumulative totals across all syncs since the filter was set. A growing skipped count means the filter is working, not that something is wrong.Filters and sync direction
CRM connections show a Sync direction section on the same settings page, with three options:
Ingestion filters apply to the pull side only: they govern what syncs into GainTrace. They never gate what GainTrace pushes back to your CRM. Write-back is controlled per field in Field mapping, where only mappings set to outbound or both are pushed.
Two-way and Push only are available for Salesforce, HubSpot, and Close. Other CRM connectors are pull only for now. Enabling a push direction verifies the connection’s write access first; if your CRM is connected read-only, reconnect it to grant write access.
Good to know
- Company conditions work right away, even before the first sync. Stream filters unlock after the first sync, once the connection’s real fields have been discovered.
- Filters are per connection. If you connect the same source twice, each connection keeps its own filters.
- Changing filters and sync direction requires workspace admin permissions; other members can view them but not edit.
- Skipped records are never stored as records in GainTrace. To bring previously skipped records in, loosen or remove the filter, then sync again.
FAQ
Do filters delete records that already synced? No. Filters apply from the next sync; existing records stay until you remove them yourself. Do filters reduce my CRM API usage? No. GainTrace filters after reading records from the source, so filters reduce what lands in your workspace, not the source’s API quota. Do ingestion filters affect what GainTrace pushes back to my CRM? No. They govern only the pull side; write-back is controlled per field in Field mapping. Why can’t I add a stream filter yet? Stream filters need the connection’s real fields, which GainTrace discovers during the first sync. Run one sync, then come back to add stream filters.Related articles
Integrations
Browse the catalog and manage your connected sources.
HubSpot
Connect HubSpot and sync Companies, People, and deals.
Salesforce
Connect Salesforce, including custom fields and objects.
Stripe
Bring in real revenue so conditions like MRR have data behind them.