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How do I set default properties in HubSpot?



How do I set default properties in HubSpot?


Customize your data by adding and editing more than one type of information about people, companies, deals, etc., using HubSpot's customizable fields. HubSpot uses what it calls "custom object types" for its various objects such as contacts, leads, opportunities, etc. You'll find these at Settings & Customization in the admin center. These allow you to customize certain aspects of each individual item that you're creating within HubSpot. This article will focus specifically on setting defaults for the profile page (About) section. However, all other customization options are available here, too.

Creating new custom object types requires several steps including defining the required attributes for those items. To get started with this procedure, open any item view like Contacts or Leads where there should be a field labeled "About". If not, go back into the Admin Center and look under Data Management - Items. Then click Create New Item Type.

Once you have selected the correct item from the dropdown menu, choose Edit Attributes. The first thing you must decide is whether you want to use standard values or if you intend to enter them manually. Standard values are provided for most of the fields but some require manual entry. For example, when entering birthdays, you must provide the date of birth yourself rather than selecting a value from the drop-down list. Also keep in mind that dates may need to be entered according to locale settings.

Entering values manually takes longer but allows greater control over things like formatting. On the other hand, saving time means less errors and mistakes. That said, if you plan to work primarily with one client who has unique branding requirements, then you would probably opt for standard values. In addition, if you are working alone without anyone else checking your entries, then it might make sense to stick with the standard values option. We recommend starting out with standard values so you don't spend extra time trying to figure out why your customers aren't receiving emails properly.

The next step is deciding what additional properties are going to appear in the About tab of each customer record. It makes no difference to the end user, but it does affect the way they see their records. Since HubSpot offers a large number of different properties, we've broken down our recommendations below based upon the nature of the business.

For instance, in the case of freelancers, we suggest only specifying name, email address, phone numbers, website URL, social media profiles, location, and short biography along with any relevant personal details. This keeps everything concise while still giving enough detail to understand the person's background.

If you run a consulting firm, then having specific titles like founder, CEO, CFO, VP of Operations, Director of Sales, Business Development Manager, Chief Technology Officer, etc., definitely adds clarity. But remember, unless the title is necessary for identifying the position, leave off unnecessary ones like manager, director, vice president. Doing this also helps separate you from competitors since everyone seems to think they are entitled to a top spot.

In terms of specific industries, if you are running a software development studio, then include specifics like year founded, years served, education history, certifications, awards won, current clients, and job responsibilities.

On the flip side, if you own a brick-and-mortar store, then highlight special features like hours of operation, holiday schedule, parking policy, gift wrapping services, delivery fees, etc.

A final word of caution regarding the length of descriptions, especially in cases involving long paragraphs. When writing the description, consider keeping it brief. A good rule of thumb to follow is that every line should contain at least two words or phrases. Otherwise, break up lengthy sentences, remove commas, shorten adjectives, eliminate adverbs, and replace passive voice with active voice whenever possible. HubSpot automatically removes excess spaces between sentences, paragraphs, lists, bullet points, bolded text, etc. Therefore, avoid excessive indentations as well.

Finally, try to refrain from using symbols like $$$$%, #% because HubSpot doesn't recognize these as currency equivalents. Instead, specify dollar amounts.

With this information in mind, let's move onto the second part of this tutorial focusing on changing the properties on HubSpot Preview screen.

How do I edit the properties on HubSpot preview?

To access the Properties button located above the preview pane, hover over the right edge of the window until the mouse pointer changes to a downward arrowhead pointing upwards. Click on the icon once again and a pop-up box containing the Properties panel appears. Here, you can modify the same elements discussed earlier. Simply locate the desired element, double-click on it, and fill in the appropriate information. Once done, hit Save Changes.

It's important to note that although you cannot delete existing properties, you can hide them from display by unchecking the Show checkbox before clicking Save Changes. Alternatively, simply drag the entire row to another area of the table and release when it disappears.

One last tip worth mentioning is that in order to toggle properties hidden versus visible, simply scroll through the entire list of properties. As soon as you arrive at the desired property, just press the eye symbol inside the column header. This action hides the particular property and displays all others instead.

Another quick shortcut involves removing unwanted properties entirely. Just hover over the uppermost row of columns on either side of the table, place your cursor directly beneath the lower border of the cell, and left-arrow key away anything you don't want anymore.

How many custom properties can I create in HubSpot?

There is no limit to the amount of custom properties you can create. However, HubSpot limits users to 50 per object type. So, if you exceed this threshold, then you must start splitting your records across multiple object types. Of course, HubSpot recommends against doing this due to database limitations.



What is an enumeration property?

Enumerated properties consist of fixed choices like Yes/No, 1/2, Red/Green, Male/Female, etc. They are great for simple questions like Is the recipient married?, Do you prefer speaking via telephone?, etc. Enumeration properties are best utilized with single choice answers. Let's say you wanted to know if someone preferred eMail or call for communication purposes—then an enumerated property could help you determine this quickly.

Here's how to create an enumerated property:

Select the question type.

Click Add Question.

Name the question.

Type the answer(s).

Choose a preconfigured response if applicable.

Optionally, assign the question to a group.

Hit save.

Let's take another hypothetical scenario. Suppose you were building a mailing list comprised mainly of freelance designers. One of the questions you'd ask prospective members is Are you willing to accept payments via PayPal? The designer would respond with either yes or no depending on his preference. Another question you might pose concerns whether he prefers working during normal office hours or evenings. He can then reply with either Monday through Friday or Tuesday through Thursday. Now, imagine if you had to send out four million surveys! By breaking down the survey into smaller chunks, you can drastically reduce the workload.

Now that you've learned the basics, please feel free to share this post with friends. And, stay tuned for future tutorials covering topics ranging from lead conversion optimization strategies to marketing automation tips. Happy surveying!

HubSpot's free version gives users access to many features for creating and managing their marketing campaigns. However, if you want deeper insight into your data, there is also an option to upgrade to HubSpot Gold (it costs $20 per month). This premium subscription provides more detailed reporting capabilities and advanced analytics tools that allow marketers to gain valuable insights about customer behavior.

If you're new to HubSpot, it might be confusing as to where certain items appear when viewing different records within the platform. For example, while looking at contacts, some properties will automatically display like "Created Date", but others won't. Let's take a look at how to change what shows up under each category of information.

How do I export activities from HubSpot?

You can easily share any activity you create with clients using HubSpot. To get started, click on Activities then Create Activity. When this window opens, scroll down until you see Share Now next to the title field. Clicking on this link allows you to send out your activity via email, text message, social media, etc., and choose whether recipients need a login. Once they've received your activity, they'll have the ability to edit it before sending it back to you. You don't even have to use this feature if you'd rather just copy-and-paste the content onto another service instead.

Another way to save time is by clicking Export All Actions in the top navigation bar. The pop-up box asks you to name your file. Then, hit Save & Continue underneath the dropdown menu. From here, check off all actions you wish to include in the report. Finally, go ahead and download the exported document so you can attach it elsewhere.

On the other hand, if you only want to grab one or two specific types of activities, such as emails sent through the platform, click the ellipses located underneath them and select Download Selected Actions. After doing so, you should receive a.CSV file containing those particular pieces of content. If not, try exporting again by selecting Export All Actions first.

Once you have the desired action(s) saved, you can either upload these documents to Google Drive, Dropbox, OneDrive, etc., or simply print them. Keep in mind that if you upload these files to cloud storage services, they may require authentication keys to view.

Can you export tasks from HubSpot?

One thing we love about HubSpot is its automation capabilities, especially because they help us manage our team better. In addition to automating processes, you can also automate recurring events so customers can schedule followups without having to manually enter dates every week.

To begin, head over to Tasks then New Task. Next, type in the task you would normally perform yourself to complete the job. Under Recurrence Options, decide whether you want to repeat this event daily, weekly, monthly, yearly, etc. Lastly, write a description if needed. Hit Add Action, then Choose Automation Service. Since we're interested in scheduling tasks, let's pick Calendar Schedule.

From here, choose Repeat Every Day, Daily Break Start Time, and Set Alarm Time. Select OK once finished. Before saving, make sure you add additional fields like Name, Status, Priority, and Assignee. Also, remember to enable reminders so people know exactly when to return to you. On the final screen, hit Done. That's it! Your scheduled tasks should now run according to your specifications.

The same process applies to repeating events, except you must choose Scheduled Repeats instead of Repeat Every Day. Just keep in mind that this method doesn't work well for everyone since it requires setting alarms and breaking times.

Can you export HubSpot reports to Excel?

It's easy to find reports to suit anyone's needs. Whether you want to compare numbers against last year's performance, analyze trends, or identify potential problems, HubSpot has plenty of options available. Plus, most of these reports give you the chance to customize them based on your preferences.

For starters, navigate to Reports and then Find Report. Type in whatever term interests you, such as 'contacts' or 'deals'. When you arrive at the results page, you can filter by date range, status, product, tag, etc. By hovering over each section, you can review important metrics, including total number of leads generated, average lead value, conversion rate, sales funnel efficiency, etc.

When trying to figure out why something went wrong, it's helpful to track changes across various areas of the system. Therefore, we recommend visiting Transactions and Events, then Timeline View. Here, you can sort by creation date, modified date, and duration. And, anytime someone makes edits to deals or transactions, you can always locate who made said changes right from this timeline.

In terms of graphs, HubSpot offers both line charts and pie charts. To generate a line chart, select Data Analysis, then Compare Two Periods. Alternatively, choosing Dashboards lets you build custom dashboards based on metrics of interest. It's best to start by adding columns and rows to fit your data. Once done, drag elements around to arrange them however you prefer.

What are reports in HubSpot?

Reports contain numerous useful statistics related to a specific area, ranging from traffic sources to lead values. They also provide details on lead quality, engagement rates, site visits, etc. Like everything else mentioned above, finding the right report depends largely on what you're hoping to learn.

Let's say you own multiple websites. While viewing a single website's profile, you probably noticed a small arrow icon located beneath the Address label. Hover over it, and you'll see a list of possible reports to pull up. Simply select Traffic Sources and you'll receive a breakdown of visitors' locations, devices used, referring sites, pages viewed, etc.

Alternatively, if you own several businesses, you can view overall stats by going to Company Overview. There, you'll notice three tabs labeled Visitor Flow, Engagement Rate, and Revenue Growth. These reports offer tons of useful information, such as the amount of leads converted into paying clients, average revenue per client, etc. Of course, you can adjust settings to filter by months, quarters, years, tags, countries, products, etc.

Finally, you could visit Marketing Performance to discover key figures regarding current marketing efforts. Some popular metrics include cost-per-lead, cost-per-sale, cost-per-customer acquisition, etc. Other sections of this tab include Campaign Management, AdWords/Display Advertising, Social Media Ads, Video Production, SEO, Content Creation, Email Marketing, Partner Integrations, Brand Awareness, Referral Programmes, Conversion Tracking, etc.

A few things worth noting are that you cannot delete individual reports, nor can you remove entire categories from the left sidebar menu. But, you can hide inactive ones by unchecking Show Only Active Reports. Additionally, if you ever need to alter any of the parameters within a report, hover over it and click Edit Parameters.

Properties are one of the most important features within HubSpot's Sales and Marketing Automation (SMA) platform that allow you to define your business processes through easy-to-use templates. You can customize them for each individual user who will access the system, so they're personalized just for their needs.

In this article we'll explain exactly what Properties are and how to use them with HubSpot SMA. We'll also share some tips on exporting your data if needed. Let’s get started!

How do I view Properties in HubSpot?

HubSpot offers two ways to display Properties. The first option is by selecting the View tab at the top of any given screen. When viewing an account, for example, you may see options like Name, Phone Number, Email Address, etc., under Account Details. If not, hover over it and click Edit. Then, choose More Options " Property. Here, you will find all available Properties related to the selected entity.

If there isn't enough information present in the current field, you could expand more fields using the Show button next to the property name. This allows you to add additional details about yourself or your client. For instance, when creating a new lead, you might want to include additional personal information such as address, phone number, email address, or birthday.

Another way to open Properties is directly via the menu bar. Select Settings & Preferences " General " Display Properties. From here, you can change the format of displayed Properties. Simply check off the box beside Create New Tab for [Property] then toggle Add Label Text below. These settings should be customized per role, department, or even specific users.

Now that you've learned how to navigate to the Properties section, let’s explore how to manage these options further.

How do I Export Properties from HubSpot?

There are many reasons why you would need to export Data from HubSpot. Maybe you have made changes to existing Properties but don't know where to save those edits. Or maybe you've created new Properties but wish to back out without deleting them. Whatever the reason, HubSpot has several methods to help you export your Propeties.

For starters, you can simply go into your System preferences located in the left navigation pane. Click on Manage Accounts " All Accounts. Next, scroll down until you find the Record Type that contains the particular Property(s). Once found, right mouse click and select Copy Selected Fields. Finally, paste them wherever you'd like and press OK.

Alternatively, there’s always the classic Excel method. Within the same window used above, select File " Open Spreadsheet... In this case, you will need Microsoft Office 2016 or higher installed on your computer. After opening the spreadsheet file, locate either the Company ID or User ID listed underneath the respective column headings. Right mouse click on whichever matches the row containing your Property, then select Copy. Paste the values into Excel and repeat the process for other Properties. Lastly, close out the Excel document and rename the.xls extension appropriately.

Lastly, you can easily copy Properties between accounts. To begin, visit any desired account page. Hover over the relevant Property header, then select the three dots in the upper right corner. Choose Import/Export Properties. A pop-up window will appear where you can search for another account based on its URL. Enter the target account username and password. Now, you can browse and edit Properties in the receiving account.

Once done, remember to Save Changes before exiting. Otherwise, you will lose your work.



How do I filter records in HubSpot CRM?

You can use filtering capabilities to narrow down your list of contacts based on certain criteria. This feature makes it easier to sort through large amounts of leads or customers while still maintaining visibility of everyone. It does this by hiding unnecessary columns for individuals you won’t interact with in the future.

To start, select any Contact Detail screen (e.g. Lead), then hover over the Filter icon. This brings up the Filters panel. On here, you can adjust various filters including First Name, Last Name, City, State, Zip Code, Country, Gender, Date Created, Status, etc. By selecting Apply Filter, you’ll only see the necessary items. You can remove unwanted data by unchecking the appropriate boxes.

Keep in mind that anyone accessing the system must have read permissions for the applicable object. So, make sure to assign proper roles accordingly. Also, note that filtered results aren't saved permanently. They remain active for 30 days after making initial entry.

How do I export properties from HubSpot?

As mentioned earlier, you can download Properties in bulk by clicking on File " Download CSV. Alternatively, you may opt to send Properties to a separate folder instead. To begin, select Export Properties from the dropdown menu located beneath the Actions heading on the toolbar. After doing so, you can pick between Exporting Individual Records or Bulk Operations. Pick whichever suits your preference.

Next, enter a unique identifier for your exported files. Make sure to type something memorable that wouldn’t require too much effort to figure out. Hit Continue once finished. Finally, review your file location settings. Depending on whether you plan to upload the resulting CSV to Google Sheets or Excel, ensure that the correct path is chosen. Upon completion, hit Finish.

Although no longer supported, older versions of HubSpot allowed you to export Properties individually by going to Tools " Utilities " Export Properties. Unfortunately, due to security concerns, this method was discontinued sometime around 2019. As long as you keep your version updated, however, you shouldn't encounter issues.

That concludes our tutorial on Properties. Hopefully, now you understand the purpose behind them better and how to utilize them effectively. With that knowledge base firmly established, feel free to try mixing things up and play around with different Property formats to suit your workflow. And don’t forget—you can create multiple Properties for every single record type. However, consider setting defaults first to avoid confusion later.

We hope you never run into trouble with Properties ever again! But if you do, please reach out to HubSpot Support. Our team members are ready to assist you 24/7.


Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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