App Tutorial

Efficiently Filter Records in HubSpot CRM: A Step-by-Step Guide

Jason Gong
App automation expert
Apps used
April 15, 2024

Filtering records in HubSpot CRM involves accessing the 'Filters' option in your desired section (Contacts, Companies, Deals, or Tickets), creating a new custom filter, selecting criteria, and applying or saving the filter for future use. Advanced options are available for more specific needs.

This process enhances data segmentation and analysis, leading to better decision-making and targeted marketing efforts.

Streamline your HubSpot CRM management and ensure up-to-date records by automating tasks with Bardeen.

Filtering records in HubSpot CRM is a fundamental task for managing and navigating through your database efficiently. Whether you are looking to segment your contacts, companies, deals, or tickets, HubSpot provides a versatile filtering system that allows you to refine your view based on specific criteria. This guide will walk you through the process of filtering records within HubSpot CRM, ensuring that you can quickly access the data you need.

Automate your HubSpot CRM tasks with Bardeen and save time on manual data entry. Explore HubSpot CRM automation playbooks.

Accessing the Filter Options

To begin filtering records in HubSpot CRM, navigate to the section of the CRM where your records are located, such as Contacts, Companies, Deals, or Tickets. Once there, you will find the 'Filters' option, typically located at the top of the page or within the search bar area. Clicking on this option will reveal the filtering interface, where you can start the process of narrowing down your records.

Creating a New Filter

Within the filtering interface, you have the option to either use pre-existing filters or create a new custom filter. To create a new filter, look for a button or link that says 'Add filter' or 'Create filter'. Clicking on this will allow you to define the criteria for your new filter.

Selecting Filter Criteria

After choosing to create a new filter, you will be prompted to select the criteria for your filter. This involves choosing a property (e.g., 'Email', 'Company Name', 'Deal Stage') and then specifying the condition (e.g., 'is', 'is not', 'contains', 'does not contain'). You can add multiple criteria to a single filter by clicking on 'Add criteria' or a similar option, allowing for more granular control over the records displayed.

Applying and Saving Filters

Once you have selected your criteria, apply the filter to view the records that match your specifications. If you plan on using this filter frequently, you can save it for quick access in the future. Look for an option to 'Save filter' or 'Save as', where you can name your filter for easy identification. Saved filters can usually be accessed from a dropdown menu or a dedicated section within the CRM interface.

Editing and Deleting Filters

If you need to modify or delete a filter, navigate to where your saved filters are listed. From there, you should find options to edit or delete each filter. Editing a filter allows you to change its name or criteria, while deleting it will remove the filter from your saved list. It's important to regularly review and update your filters to ensure they remain relevant to your current needs.

Advanced Filtering Options

For more complex filtering needs, HubSpot CRM offers advanced options such as filtering by custom properties or using AND/OR logic to combine criteria. Exploring these advanced features can help you create highly specific filters that cater to unique business requirements. Additionally, some HubSpot plans offer the ability to filter records based on engagement (e.g., email opens, clicks) or lifecycle stage changes, providing deeper insights into your contacts and their interactions with your business.

By mastering the art of filtering records in HubSpot CRM, you can significantly enhance your ability to segment and analyze your data, leading to more informed decision-making and targeted marketing efforts. Remember to experiment with different filter combinations and criteria to discover the most effective ways to organize and access your CRM records.

Integrate HubSpot with Salesforce for a seamless workflow across platforms. Learn how to integrate HubSpot with Salesforce.

Enrich your CRM records by integrating HubSpot with LinkedIn. Discover how to integrate HubSpot with LinkedIn for faster multi-channel outreach.

Sync HubSpot and Slack for instant alerts on your CRM updates. Find out how to Sync HubSpot and Slack.

Automate HubSpot Tasks Effortlessly with Bardeen

Filtering records in HubSpot CRM can be streamlined and automated using Bardeen, which offers a range of playbooks to enhance your CRM management. Automating these processes can save time, reduce manual effort, and ensure that your CRM data is consistently up-to-date and accurate.

Here are examples of how Bardeen can automate tasks related to HubSpot CRM:

  1. Enrich and update a HubSpot contact's record with new information: This playbook uses Clearbit to enrich HubSpot contacts with additional information, ensuring that your CRM records are always comprehensive and current.
  2. Sync LinkedIn Emails with HubSpot CRM: Automatically update or create new contacts in HubSpot with enriched data from LinkedIn emails, streamlining the flow between LinkedIn networking and HubSpot CRM.
  3. Automatically Create HubSpot Company from Airtable Row: Seamlessly integrate Airtable with HubSpot to create new company records each time a new row is added in Airtable, perfect for sales and marketing teams looking to automate their CRM updates.

Explore these and other playbooks to unlock the full potential of your HubSpot CRM through automation. Get started by downloading the Bardeen app.

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