App Tutorial

Export HubSpot Notes Easily: Methods & Workarounds

Jason Gong
App automation expert
Apps used
April 15, 2024

Exporting notes from HubSpot can be done directly or through workarounds like third-party integrations, the HubSpot Engagements API, or custom reports, depending on your needs and subscription level.

This guide provides a comprehensive overview of each method, including steps and considerations for exporting notes effectively.

Enhance your data management by automating your HubSpot workflows with Bardeen, from syncing contacts to exporting product information seamlessly.

How to Export Notes from HubSpot

Exporting notes from HubSpot is a task that many users find themselves needing to do, whether for reporting, data analysis, or migration purposes. The process can be straightforward, but it may require some workaround methods depending on the specific needs and the HubSpot subscription level. Let's explore the available methods for exporting notes from HubSpot.

Looking to streamline your HubSpot workflow? Download Bardeen to automate your data management effortlessly.

Direct Export Method

HubSpot has introduced options that simplify the process of exporting notes. To export notes directly from HubSpot, follow these steps:

  1. Navigate to the contact index page by selecting Menu > Contacts > Contacts or access any other object's index page.
  2. Click on Edit columns to customize the data columns you want to view and export.
  3. Locate and select the Contacts -> Notes column to include it in your view.
  4. Confirm your selection and then click on Export to download your view.

In the exported file, you will find a column containing notes. If there are multiple notes, they will be separated by semicolons. However, individual notes are capped at 500 characters.

Workarounds for Longer Notes and Additional Data

If the direct export method does not meet all your needs, such as exporting notes longer than 500 characters or needing additional data, consider these workarounds:

  • Third-party Integrations: Use tools like Ultimate Data Export available in the HubSpot Marketplace for more comprehensive data export options.
  • HubSpot Engagements API: Develop custom solutions to extract notes and other engagement data directly from HubSpot's backend.
  • Custom Reports: For Professional or Enterprise subscribers, creating a custom report that includes notes and exporting this report may provide the needed information.

Additionally, there is an ongoing discussion in the HubSpot Ideas section about improving the import/export functionalities for activities and engagements. Participating in this discussion by upvoting and commenting can help highlight the demand for more robust export features.

Alternative Method: Exporting Notes via Custom Reports

If the direct export method does not suit your needs, creating a custom report is an alternative workaround. This method involves:

  • Creating a custom report that includes the object's unique identifier (e.g., email address of contacts), note body, activity created by, activity date, and any other properties you need.
  • Applying filters to ensure the report only shows relevant records, such as those that have a note body and email address.

This method allows for more flexibility in exporting notes, especially when specific filtering or additional properties are required.

Automate your HubSpot workflows and save time with Bardeen. Discover our playbooks like Copy all HubSpot contacts to Notion.

Limitations and Considerations

When exporting notes from HubSpot, be aware of the following limitations:

  • Individual notes are capped at 500 characters in the direct export method.
  • Not all data may be available for export directly through the HubSpot interface, depending on your subscription level.
  • Using third-party integrations or custom solutions may require additional resources or access to development capabilities.

By understanding these methods and limitations, you can effectively export notes from HubSpot to suit your business needs.

Enhance your HubSpot data management by integrating with Salesforce, LinkedIn, and Slack through Bardeen.

Automate Your HubSpot Data with Bardeen

Exporting notes from HubSpot can be done manually as described, but for those looking to streamline their workflow and automate data management, Bardeen offers powerful solutions. Automating this process not only saves time but also ensures that your data synchronization is error-free and up-to-date. Here's how you can leverage Bardeen to automate your HubSpot data management:

  1. Copy all HubSpot contacts to Notion: This playbook simplifies the process of managing your contacts by automatically syncing your HubSpot contact list with Notion, making it easy to access and organize your contacts in one place.
  2. Copy all HubSpot products to Notion: Keep your product catalog synchronized between HubSpot and Notion with this playbook. It's an excellent way to maintain an organized and accessible product database for your team.
  3. Export All HubSpot Products to a Google Sheets Tab: For those who prefer working within Google Sheets, this playbook automates the transfer of product information from HubSpot directly into a specified Google Sheets tab, facilitating seamless reporting and data sharing across teams.

By leveraging these automations, you can significantly enhance your productivity and ensure your data is always where you need it. Start automating by downloading the Bardeen app.

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