HubSpot Contact Filtering Guide in 5 Easy Steps

How to Filter Contacts in HubSpot

Filtering contacts in HubSpot is a powerful way to segment and manage your database. Whether you're looking to target specific groups for marketing campaigns, sales outreach, or customer service initiatives, understanding how to effectively filter your contacts is essential. This guide will walk you through the process of filtering contacts in HubSpot, including creating custom filters and utilizing HubSpot's built-in filter options.

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View and Filter Records on an Object Home Page

To begin filtering contacts in HubSpot, navigate to your CRM records. This can be done by selecting CRM > Contacts from your HubSpot account. Here, you'll find the home page for contacts, which displays all contact records. HubSpot also allows you to filter companies, deals, tickets, and custom objects in a similar manner. If you're dealing with objects that have pipelines, like deals or tickets, you can toggle between a list view and a board view. The list view displays records in a table format, while the board view visualizes records moving through different stages of a pipeline.

To access a specific view, click on the view's tab. If the view you're looking for isn't displayed as a tab, click +Add view and select from the dropdown menu. You can also search for a specific record using the search box located at the top left of the view.

Filter Records and Save Views

HubSpot allows you to segment records based on the object's properties. To filter by a common default property, click the dropdown menus above the table (e.g., Contact owner, Create date, Last activity date, Lead status for contacts) and select your filter criteria. For more advanced filtering, click Advanced filters. Here, you can add or update filters based on other properties. You have the option to use AND or OR logic when setting up filters, allowing for more precise segmentation.

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Select Filter Criteria

Before selecting criteria for your view, it's important to understand how to choose filter options to segment your records effectively. You can only filter by the object's properties on each home page. Depending on the property's field type, you'll have different options to set criteria for that property. Some common options include contains exactly, doesn’t contain exactly, is, is after, is any of, is before, is between, is (not) equal to, is greater than, is less than, and more. Each option allows you to specify how a record's property value should relate to the criteria you set, enabling you to build a view that matches your specific needs.

Customize a View's Columns or Board Cards

To customize how properties appear in list view, click Edit columns in the top right of the table. In the dialog box, select the properties you want to appear in the table. You can reorder the columns by using the drag handle to drag and drop properties. To freeze the first column of the view, ensuring it remains visible as you scroll, select the Freeze column above checkbox. Click Apply to save your changes. For board view customization, click Board options and select from sorting cards based on property values, editing stages in your pipeline, and customizing how cards appear.

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While filtering contacts in HubSpot can be done manually as outlined above, automating your HubSpot workflows with Bardeen can significantly enhance your productivity and ensure your contact management process is more efficient. Automation can help you maintain a clean, organized database without spending hours manually updating contact records.

Here are some examples of how you can automate your HubSpot contact management with Bardeen:

1. Create a HubSpot contact from an email: This playbook automates the process of creating a new contact in HubSpot from an email, leveraging Clearbit to enrich the contact details. It's ideal for quickly capturing lead information from your email interactions.
2. Get social profiles of a HubSpot contact: Enhance your contact records by automatically fetching social media profiles for your HubSpot contacts using Clearbit. This enrichment provides deeper insights into your contacts' online presence.
3. Enrich and update a HubSpot contact's record with new information: Keep your HubSpot contacts up-to-date by automatically enriching and updating their records with the latest information from Clearbit. This ensures your database is always current and accurate.

Automating these tasks with Bardeen not only saves time but also ensures that your contact data is rich and up-to-date. Start automating your HubSpot workflows by downloading the Bardeen app.