Export Deleted Records from HubSpot: A Guide (2024)

Accidentally deleting records in HubSpot can be a frustrating experience, but it doesn't have to be a permanent loss. In this step-by-step guide, we'll walk you through the process of exporting deleted records from HubSpot, ensuring that you can recover valuable data and maintain the integrity of your CRM. Whether you're dealing with contacts, companies, or deals, this comprehensive guide will provide you with the knowledge and tools necessary to efficiently manage and recover deleted records in HubSpot in 2024.

Understanding HubSpot's Data Management System

HubSpot's data management system is designed to effectively handle the storage, organization, and deletion of records within the platform. At its core, HubSpot utilizes a centralized database that stores all customer-related information, including contacts, companies, deals, and more. This unified approach ensures data consistency and accessibility across various HubSpot tools and features.

One of the key aspects of HubSpot's data management is its focus on data integrity. The platform employs various mechanisms to maintain the accuracy and reliability of stored records. These include:

• Duplicate detection and merging
• Data validation and cleansing
• Automated data syncing with integrated systems

When it comes to record deletion, HubSpot follows a structured process to ensure compliance with data protection regulations and to maintain the overall health of the database. Deleted records are initially moved to a "recycle bin" for a specified period, allowing for potential recovery if needed. After this period, the records are permanently deleted from the system.

It's crucial to understand the implications of record deletion in HubSpot. Deleting a record not only removes it from the database but also impacts associated data points, such as engagement history and analytics. Therefore, it's essential to carefully consider the necessity of deletion and to follow proper procedures to minimize unintended consequences. For detailed insights, check out sales prospecting tools that integrate with HubSpot.

Locating Deleted Records in HubSpot

To locate deleted records in HubSpot, you'll need to access the recycle bin. Here's a step-by-step guide:

1. Log in to your HubSpot account and navigate to the relevant record type (Contacts, Companies, Deals, Tickets, Products, or Custom Objects).
2. Click on the "Actions" dropdown menu in the upper right corner of the screen.
3. Select "Restore records" from the dropdown menu. This will open the recycle bin in a new browser tab or window.
4. In the recycle bin, you can search for specific records using the search bar or filter records by deletion date using the date fields provided.
5. Select the checkboxes next to the records you want to restore. You can select individual records, all records on a page, or all records within a specific date range.

It's important to note that HubSpot's recycle bin has a 90-day retention period. Records deleted more than 90 days ago will be permanently removed from the system and cannot be recovered. Additionally, the recycle bin can only display and restore up to 10,000 records at a time.

Keep in mind that restoring contacts will not recover all associated data. Certain information, such as email opens, clicks, and website activity, will be lost upon deletion and cannot be retrieved even after restoring the contact record. For a more efficient way to handle data, consider using a LinkedIn data scraper to automate your data collection.

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Restoring Deleted Records

Once you've located the deleted records you wish to restore, follow these steps to restore them:

1. Select the checkboxes next to the records you want to restore. You can select individual records, all records on a page, or all records within a specific date range.
2. Click the "Restore" button in the top right corner of the recycle bin.
3. In the confirmation dialog box, enter the number of records you want to restore and click "Restore" to confirm.

It's important to note that only users with specific permissions can restore deleted records. To restore records, a user must have both "Account access" and "Add and edit users" permissions in their HubSpot account.

HubSpot allows you to restore various types of records, including:

• Contacts
• Companies
• Deals
• Tickets
• Products
• Custom objects

Keep in mind that when you restore a contact record, some associated data may still be lost. Certain information, such as email opens, clicks, and website activity, cannot be retrieved after a contact is deleted.

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Exporting Restored Records from HubSpot

After successfully restoring deleted records in HubSpot, you may want to export them for backup or compliance purposes. Here's how to export your restored records:

1. Navigate to the object whose records you want to export (e.g., contacts, companies, deals).
2. Open the view containing the restored records you wish to export.
3. Click the "Export" button in the top right corner of the view.
4. In the export dialog box, select your desired file format (CSV or Excel).
5. Choose whether to include only properties visible in the current view or all properties on the records.
6. Click "Export" to initiate the export process.

Once the export is complete, you'll receive an email with a download link to your exported file. The link will remain active for 30 days.

Exporting your restored records is crucial for several reasons:

• Backing up data to prevent future loss
• Maintaining records for compliance with data protection regulations like GDPR
• Analyzing data in external tools or sharing with stakeholders
• Migrating data to another system or integrating with third-party applications

By regularly exporting your restored records, you can ensure that your valuable data remains accessible and secure, even in the event of accidental deletion or system failures. Learn how to build a prospect list to keep your data organized.

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Automation and Integration Strategies for Deleted Records

Automating the recovery and export of deleted records in HubSpot can significantly improve efficiency and streamline your data management processes. Here's how you can leverage APIs to automate these tasks:

1. Use the HubSpot API to programmatically access the recycle bin and retrieve deleted records.
2. Set up automated scripts or workflows to periodically check for deleted records and restore them based on predefined criteria (e.g., record type, deletion date).
3. Integrate the API with your backup systems to automatically export restored records for long-term storage and compliance purposes.

Integrating HubSpot with other tools and platforms can further optimize your deleted record management workflow:

• Connect HubSpot with data backup and archiving solutions to ensure deleted records are securely stored and easily retrievable when needed.
• Integrate with data visualization and analytics tools to gain insights into deletion patterns and identify areas for improvement in your data management processes. You can also automate sales prospecting to streamline lead generation and data management.
• Leverage third-party data validation and cleansing tools to maintain data integrity and minimize the risk of accidental deletions.

By implementing these automation and integration strategies, you can ensure that your deleted records are efficiently managed, recovered, and exported, saving time and resources while maintaining data compliance and security.

Legal and Compliance Considerations

When managing deleted records in HubSpot, it's crucial to consider the legal and compliance implications, particularly in light of data protection regulations like GDPR. Here's what you need to know:

• GDPR requires that personal data be deleted upon request by the data subject, and this deletion must be permanent and irreversible.
• HubSpot offers a GDPR-compliant deletion process that permanently removes records and prevents them from being re-added to the system.
• When performing a GDPR deletion in HubSpot, the record is immediately removed from the user interface and cannot be restored from the recycle bin.

To ensure compliance with data protection regulations, follow these best practices:

1. Obtain explicit consent from individuals before collecting and processing their personal data.
2. Provide clear information about how data will be used, stored, and deleted.
3. Implement processes to handle data subject requests, including the right to be forgotten.
4. Regularly review and update your data retention policies to align with legal requirements.

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By understanding the legal implications of deleted records and leveraging HubSpot's GDPR-compliant deletion features, you can maintain data integrity while ensuring compliance with data protection regulations.

While exporting deleted records from HubSpot manually requires navigating through its data recovery options, leveraging automation can significantly streamline this process. Bardeen offers powerful automation playbooks specifically designed to enhance data management within HubSpot, making the process of handling deleted records more efficient.

Here are examples of automations that can be built with Bardeen:

1. Sync LinkedIn Messages to HubSpot Contact: Enhance CRM data by automatically saving LinkedIn messages to a HubSpot contact, ensuring no interaction is lost and enriching lead profiles for better engagement strategies.
2. Copy all HubSpot contacts to Coda: Seamlessly migrate or backup your HubSpot contacts to Coda, providing a versatile way to manage and utilize your CRM data across platforms.
3. Copy all HubSpot tickets to Coda: Automate the transfer of support tickets from HubSpot to Coda, enabling improved ticket management and team collaboration.

These Bardeen playbooks can effectively complement your data management strategy, especially when dealing with deleted records. Start automating by downloading the Bardeen app.