Export HubSpot Notes Easily: Methods & Workarounds

Exporting notes from HubSpot CRM and CMS is a crucial process for data analysis, reporting, and CRM migration. In this step-by-step guide, we'll walk you through the process of exporting notes from HubSpot, covering everything from understanding the export functionality to troubleshooting common issues. By the end of this guide, you'll be able to efficiently export your notes and manage the exported data for compliance and efficiency.

Understanding the Export Functionality in HubSpot

HubSpot offers a range of tools for exporting data, including notes, from your CRM and CMS. Exporting notes is crucial for:

• Data analysis and reporting
• CRM migration
• Backup and archiving purposes

When exporting notes, you can choose between different file formats, such as CSV, XLS, or XLSX, depending on your needs. HubSpot's export functionality allows you to select specific properties to include in the export, giving you control over the data you extract.

It's important to understand the export process and its limitations, such as data caps per export and the inability to export certain types of data directly, like activities on records. By familiarizing yourself with HubSpot's export tools and sales prospecting tools, you can efficiently manage your data and make informed decisions based on the exported information.

Preparing Your HubSpot Account for Export

Before exporting notes from HubSpot, it's essential to ensure your account is set up correctly. Here are the steps to prepare your HubSpot account for exporting notes:

1. Check user permissions: Make sure you have the necessary permissions to export data from HubSpot. Super admins and users with specific export permissions can perform this task.
2. Organize your data: Ensure your notes are properly categorized and associated with the correct records (contacts, companies, deals, or tickets) for a smooth export process.
3. Verify data accuracy: Review your notes for any errors, inconsistencies, or missing information. Accurate data is crucial for successful analysis and reporting post-export.

Data hygiene plays a significant role in the export process. Regularly maintaining and updating your HubSpot data ensures that exported notes are reliable and useful. Consider the following data hygiene practices:

• Regularly deduplicate records to avoid exporting duplicate notes.
• Standardize note formatting for consistency across exports.
• Remove or update outdated notes to maintain data relevance.

By following these steps and maintaining data hygiene, you'll be well-prepared to export notes from HubSpot efficiently and effectively.

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Exporting Notes Directly from HubSpot

To export notes directly from HubSpot using the built-in export tool, follow these steps:

1. Navigate to the contact, company, deal, or ticket index page in your HubSpot account.
2. Click on the "Actions" dropdown menu and select "Export."
3. Choose the file format for your export (CSV or XLSX).
4. Select the properties you want to include in the export, ensuring that the "Notes" property is checked.
5. Click "Export" to start the export process.

HubSpot will generate the export file containing your notes, which you can download once the export is complete. However, there are some limitations to keep in mind:

• The export tool has a data cap of 10,000 records per export. If you need to export more records, you'll need to perform multiple exports.
• Notes exported directly from HubSpot may have a character limit, typically around 500 characters per note. Longer notes may be truncated in the export file.

To handle exports with more than 10,000 records or notes longer than the character limit, consider using third-party tools designed for more advanced export capabilities.

Utilizing HubSpot's APIs for Advanced Exports

When the standard export tools in HubSpot don't meet your specific needs, you can leverage HubSpot's APIs to export notes and related data. The API offers more flexibility and customization options compared to the built-in export functionality.

To export notes using the API, you can make a POST request to the /crm/v3/exports/export/async endpoint. In the request body, specify the following:

• exportType: Set this to "VIEW" for exporting a view or "LIST" for exporting a list.
• format: Choose the file format (XLSX, CSV, or XLS).
• objectType: Specify the object type (e.g., CONTACT) or objectTypeId for custom objects.
• objectProperties: List the properties to include in the export, making sure to include the "notes" property.

You can also include filters, sorts, and search queries in the request body to refine the exported data. For example:

{ "exportType": "VIEW", "exportName": "Contacts with Notes", "format": "xlsx", "objectType": "CONTACT", "objectProperties": [ "firstname", "lastname", "notes" ], "publicCrmSearchRequest": { "filters": [ { "value": "example@company.com", "propertyName": "email", "operator": "EQ" } ] } }

After making the API request, you'll receive an exportId in the response. Use this exportId to check the status of the export by making a GET request to /crm/v3/exports/export/async/tasks/{exportId}/status. Once the export is complete, you'll receive a URL to download the exported file.

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Keep in mind that the API has some limitations, such as a maximum of three filterGroups with up to three filters each, and a limit of 30 exports within a 24-hour window. For more efficient data extraction, consider using web scraper extensions.

Managing Exported Data for Compliance and Efficiency

When exporting data from HubSpot, it's crucial to handle sensitive information appropriately to comply with data protection regulations such as GDPR and CCPA. Here are some tips to ensure compliance and maintain data usability:

• Anonymize or pseudonymize personal data where possible before exporting.
• Encrypt exported files containing sensitive data during storage and transfer.
• Limit access to exported data only to authorized personnel who need it for specific purposes.
• Securely delete exported files when they are no longer needed, following data retention policies.

To keep exported data organized and maintain its integrity, consider the following best practices:

• Establish a consistent naming convention for exported files, including the date and purpose of the export.
• Store exported files in a secure, centralized location with version control to avoid duplication and ensure easy access.
• Document any transformations or modifications made to exported data for future reference.
• Regularly review and update exported data to ensure it remains accurate and relevant.

By implementing these compliance measures and data enrichment practices, you can effectively utilize exported HubSpot data while minimizing legal risks and maintaining data quality.

Troubleshooting Common Issues in Exporting Notes from HubSpot

While exporting notes from HubSpot is generally a straightforward process, users may occasionally encounter issues. Here are some common problems and their solutions:

• Missing data in exported files: Ensure that you have selected all required properties during the export process. If the issue persists, try exporting data in smaller batches or contact HubSpot support for assistance.
• Export not received via email: Check your spam or junk folder for the export email. If not found, verify that your email address is correct in HubSpot and whitelist HubSpot's email domain to prevent future issues.
• Exported file format issues: If the exported file appears corrupted or fails to open, try exporting in a different file format (e.g., CSV instead of XLSX) or use a different application to open the file.
• Timeout errors during export: If you encounter timeout errors, try exporting a smaller date range or fewer properties at a time. You can also attempt the export during off-peak hours when the system is less busy.

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If you continue to face issues after trying these solutions, reach out to HubSpot support for further assistance. When contacting support, provide detailed information about the problem, including:

• Steps taken to export the data
• Any error messages encountered
• The specific data or time range you are trying to export
• Your HubSpot account details

By providing comprehensive information, you can help HubSpot's support team quickly identify and resolve the issue, ensuring you can successfully export your notes data.

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.