HubSpot Knowledge Vaults Now Sync with Custom Objects: Better AI for Complex Data | Vantage Point

If you've built custom objects in HubSpot to track inventory, policies, orders, or other business-specific data, you've likely noticed a gap: your AI assistants couldn't access that information. That changes now with HubSpot's Knowledge Vaults update allowing custom object synchronization.

📊 Key Update: As of January 28, 2026, Knowledge Vaults can sync with HubSpot segments built on custom objects, making all custom object data, properties, and associations available for Breeze AI agent queries.

What Are HubSpot Knowledge Vaults?

Knowledge Vaults are a Breeze AI feature that provides your assistants and agents with additional context about your business. Think of them as curated libraries of information that make your AI tools smarter and more contextually aware.

Before this update, Knowledge Vaults could include:

• Uploaded files — PDFs, documents, presentations with product information
• HubSpot content — Knowledge base articles, blog posts, landing pages
• Standard CRM segments — Lists of contacts, companies, deals, and tickets

What was missing? Your custom objects—the data structures you created to model your unique business operations.

Why Does Custom Object Support Matter for Financial Services?

Financial services firms often rely heavily on custom objects to track data that doesn't fit standard CRM categories:

Without custom object access, AI agents had blind spots—they could answer questions about contacts and companies but couldn't help with the specialized data structures that actually run your business.

How Do You Connect Custom Objects to Knowledge Vaults?

Setting up custom object sync follows HubSpot's standard Knowledge Vault workflow with a few key steps:

Step 1: Create a Segment on Your Custom Object

1. Navigate to CRM → Segments in HubSpot
2. Create an active segment selecting your custom object type
3. Apply filters to include relevant records (e.g., "Policies created in last 30 days")
4. Save the segment

Step 2: Add the Segment to a Knowledge Vault

1. Go to Breeze → Knowledge
2. Click Create vault or edit an existing vault
3. In the Segments (Lists) section, click Add
4. Use the Object dropdown to filter for your custom object
5. Select your segment and click Add segments

Step 3: Attach to an Agent or Assistant

1. Navigate to Breeze → Breeze Studio
2. Select your agent or assistant and click Configure
3. Under What this agent knows, click Add knowledge
4. Select your new knowledge vault and click Add
5. Click Publish to make changes live

💡 Pro Tip: The vault syncs all records, properties, and associations from your segment. This means if your custom object is linked to contacts or companies, those relationships are available for AI queries too.

What Can Breeze AI Do With Custom Object Data?

Once connected, your Breeze agents and assistants can query custom object data just like standard CRM records. Here are practical examples:

For Support Teams

• "What custom service requests has this client submitted in the past 6 months?"
• "Are there any open compliance cases related to this contact?"
• "Summarize the policy history for this household"

For Sales Teams

• "Which prospects have associated financial accounts over $500K?"
• "Show me clients without active policies who closed deals last year"
• "List custom products held by contacts in this segment"

For Operations Teams

• "What's the total AUM across all accounts created this quarter?"
• "Identify policies expiring in the next 30 days"
• "Generate a summary of compliance cases by status"

What Are the Best Practices for Custom Object Knowledge Vaults?

To get the most from this feature, follow these recommendations:

1. Use Active Segments for Fresh Data

Active segments automatically update as records change. For AI assistants that need current information, active segments ensure your knowledge vault always reflects the latest data.

2. Be Strategic About Segment Scope

You can have up to 50 knowledge vaults. Rather than creating one massive vault with everything, build focused vaults for specific use cases:

• A "Recent Policies" vault for customer service agents
• A "High-Value Accounts" vault for sales assistants
• A "Compliance Cases" vault for operations teams

3. Leverage Associations

When you add a custom object segment to a knowledge vault, the AI can reason about relationships. If your policies link to contacts and accounts, the AI understands those connections and can answer questions that span multiple objects.

4. Name Vaults and Segments Clearly

Use descriptive names that help users understand what data is available. "Recent Support Tickets - Insurance" is more useful than "Segment 1" when choosing knowledge sources for an assistant.

What Limitations Should You Know About?

While this update is powerful, there are some constraints to keep in mind:

• 50 vault limit — You can have up to 50 knowledge vaults in your account
• One object type per segment — Each segment in a vault must be a different object type (one contacts segment, one policies segment, etc.)
• Vaults need content — A vault can't be saved empty; it needs at least one file or CRM segment
• Subscription requirements — Available on Starter through Enterprise for Marketing, Sales, Service, Content Hub, and Smart CRM

Looking for expert guidance on HubSpot implementation? Vantage Point helps wealth management firms, RIAs, and financial institutions configure HubSpot custom objects, Knowledge Vaults, and AI assistants to match their unique business models. Our team specializes in regulated industries where data structure and compliance matter.