HubSpot stores a lot of data. Two simple tools make it easy to find what matters: views and filters. Understanding how to use these two basic tools will make navigating your data a breeze! This blog will help you get started.
A view is a table of records, similar to a sheet in Excel. Each view shows one object, with the three main objects being:
Contacts
Companies
Deals
Did you know there are over 15 other views alongside the three main objects, including meetings, calls, and notes!
Once in the index view of one of the objects, click clone view.
Give it a clear name, for example, “Deals due to close this month”.
Choose who can see it: private to you (and super admins!), your HubSpot Team, or everyone.
Press Save.
Top Tip: Drag the tab to the far left if you want this to be your primary view.
To share the view with other HubSpot users, simply copy and paste the URL.
Across the top of each table, you will see common filters such as Owner, Create date, and Close Date. Pick one to narrow the list at once. If a filter you use frequently is missing, click + Add more to pin it there for next time.
Open Advanced filters.
Add rules with AND when every condition must be true.
Add OR to start a new group when records can meet either set of rules. Or rules can be particularly useful when filtering on similar properties such as mobile number and telephone number.
Example for contacts:
Group 1: Mobile number is known AND Country = United Kingdom
OR
Group 2: Telephone number is known AND Country = United Kingdom
Share the view URL instead of building copies for each person. Colleagues can tick Me under Owner to see only their data. Fewer views mean cleaner portals and fewer duplicate views. It's also a great alternative to multiple reports and dashboards!
Hide on-screen analytics. Click Hide metrics if the number tiles crowd the screen. Click again to bring them back.
Switch layout. Click Board for a Kanban view where you drag cards between stages. Use List when you prefer rows and columns. (Board view for contacts and companies is coming soon, so check your portal!). Or click Report to see to visualise your data in a chart.
Open the view.
Click Export.
Keep Current columns only.
Download the CSV or Excel file.
We highly recommend keeping your data inside HubSpot when possible, but being able to export is handy when you need to share data outside the system.
Keep the number of tabs low. A handful you use daily is enough.
Share views rather than creating one for every individual.
Press Save after changing columns or filters. If you shared the view, remember that your changes appear for everyone.
Views and filters give quick answers without the need for formal reports. Create a view, add the right filters, edit your columns, save your changes, and share the link. Your team stays in sync, and your HubSpot portal stays tidy.
At Unmatched, we're proud to be a leading UK-based Diamond Tier HubSpot Agency Partner, so if you're new to HubSpot or need support with an existing portal, get in touch today!