Screening Contacts and Companies in HubSpot: Manual, Workflow, and Scheduled

sanctions.io for HubSpot gives you multiple ways to screen contacts and companies: manually from a record, automatically through HubSpot workflows, or on a recurring schedule using the Monitor Control property. This article explains how each method works, when to use it, and which HubSpot plan is required.

Supported Objects

The integration screens the HubSpot Contact and Company objects. The App Card and screening actions are not available directly on Deal records; however, workflow logic can trigger contact or company screenings based on deal-stage changes, making it straightforward to build deal-gated compliance checks.

Topics Covered

→ Screen Now (manual, from the App Card)

→ Quick Search (manual, ad hoc lookup)

→ HubSpot Workflow Actions (automated)

→ Monitor Control (per-record scheduled screening)

→ How Screening Works: Inputs and Outputs

→ Choosing the right method

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Screen Now (manual, from the App Card)

Screen Now is the simplest way to run a compliance screening. It runs a full screening of the Contact or Company you are currently viewing and saves the results as DoSanctions Result objects linked to that record.

How to use it:

1. Open a Contact or Company record in HubSpot
2. Locate the sanctions.io App Card in the record panel
3. Click Screen Now

Results are returned asynchronously, the screening is submitted immediately, and once complete, a HubSpot App Event ("Screening event completed") is logged to the timeline. You do not need to keep the record open while the screening runs.

When to use Screen Now:

• Running a one-off check on a specific record
• Testing the integration during setup

Screen Now and screening credit usage

Each time you use the Screen Now button, it consumes one screening credit from your subscription plan. One credit equals one name screened, regardless of which watchlists or data sources are included in the check.

During the trial period, Screen Now is not subject to the 200-screening evaluation limit, so you can use it freely to explore the integration while you evaluate. The limit applies only to workflow-based and Monitor screenings.

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Quick Search (manual, ad hoc lookup)

Quick Search runs a real-time name lookup and returns results instantly, without saving anything to the screening database. It is available from the App Card on any Contact or Company record.

If the contact has an email address in HubSpot, it is automatically pre-populated in the Quick Search field.

When to use Quick Search:

• Checking a name on the spot before a call or meeting
• Running a test search without creating a permanent result

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HubSpot Workflow Actions (automated)

The most powerful way to run screenings at scale is through HubSpot workflow actions. Once set up, screenings run automatically whenever your defined conditions are met; no manual intervention required.

Two workflow actions are available:

• Screen Contact — screens a Contact record
• Screen Company — screens a Company record

These actions appear in HubSpot's standard workflow builder and can be combined with any workflow trigger, filter, or branching logic.

Common workflow patterns

• Screen new contacts on creation: Enroll contacts when they are created in HubSpot and add the Screen Contact action as the first step. This ensures every new contact is screened at the point of entry, with no manual effort required.

• Screen contacts when a deal reaches a specific stage: Trigger a workflow on deal stage change and use it to screen all contacts associated with the deal. This is useful for compliance checks at the proposal, contract, or onboarding stage of your sales process.

• Periodic re-screening: Use a date-based or recurring workflow to re-enroll and re-screen contacts on a schedule, for example, all active contacts on the first of each month, or all contacts associated with open deals every 30 days. See Workflow screenings and screening credit usage note below if running large periodic batches.

• Notify your compliance team on a match: Use the App Event trigger ("Screening event completed") in a workflow to send an internal notification or create a task whenever a screening returns one or more matches. This removes the need for manual result monitoring.

Workflow screenings and screening credit usage 

Workflow screening consumes screening credits from your subscription plan. One credit equals one name screened, regardless of which watchlists or data sources are included in the check.

If you are running large or scheduled batch workflows, check your current usage in Settings → Integrations → Connected Apps → sanctions.io for HubSpot to ensure you have sufficient quota remaining.

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Monitor Control (per-record scheduled screening)

The Monitor Control property allows you to set a recurring screening schedule on individual Contact or Company records, independently of any workflow. It gives your compliance team per-record control over how frequently each contact is re-screened.

Available settings: One-time, Daily, Weekly, and Monthly

How to set it:

1. Open the Contact or Company record
2. Find the Monitor Control property in the record properties panel
3. Set the desired frequency

Once set, the record will be automatically screened at that interval, with no further action required.

When to use Monitor Control:

• High-risk contacts who need more frequent checking than your standard workflow cadence
• Contacts in actively monitored ongoing relationships (e.g., key suppliers, major clients)
• Per-record compliance requirements that differ from your organization's general screening frequency

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How Screening Works: Inputs and Outputs

What data is used in a screening?

Regardless of which method triggers a screening, the integration pulls the following fields from the HubSpot record and includes them in the screening:

Field	Contacts	Companies
Name	✅	✅
Country	✅	✅
Date of birth	✅	—
Passport number / national ID	✅	—
Tax ID /  Company registration number	—	✅
Email address	✅ (auto-included in Quick Search)	—

The more of these fields that are populated on the record, the more accurate the screening result will be. Empty fields are simply omitted from the query; they do not cause the screening to fail.

What happens after a screening runs?

Every Screen Now or workflow screening (not Quick Search) produces the same set of outputs:

• A DoSanctions Result object is created in HubSpot for each match found, associated with the Contact or Company
• A HubSpot App Event is logged to the record's activity timeline ("Screening event completed" with match count, or "Error event" if something went wrong)
• A PDF is attached to the record's timeline as a note
• The Contact's sanctions Status and sanctions Pending count properties are updated automatically

If no matches are found, no DoSanctions Result objects are created, but the App Event is still logged, and the sanctions Pending count is set to 0, confirming the contact was screened and found clear.

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Choosing the right method

Situation	Recommended method
Checking one record before a meeting	Screen Now
Ad hoc lookup with no saved result needed	Quick Search
Screening every new contact automatically	Workflow → trigger on contact created
Compliance check at a deal stage	Workflow → trigger on deal stage change
Periodic re-screening of your full database	Workflow → recurring date-based enrollment
High-risk contacts needing frequent checks	Monitor Control

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We're here to help!

If you have any questions or require further assistance, please don't hesitate to reach out to our support team.

• Chat: Available directly on the Help Center page
• Email: help@sanctions.io