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HubSpot is an excellent resource for sales, marketing, and service desk teams. One of its many useful features is the ability to take notes for contacts, companies, deals, or tickets. These notes can be extremely valuable if you ever need to switch to a different CRM or want to have an offline backup. This blog will guide you through the process of exporting notes from Hubspot.
Before we proceed with the actual process, it is worth noting that exporting notes from Hubspot is not a direct feature offered by the platform. However, there’s a workaround – combining a few data exports and using some spreadsheet skills, we can achieve the desired outcome.
Step 1. Export Contact, Company, Deal and Ticket Data
Firstly, you should export your Contacts, Companies, Deals, and Tickets from Hubspot. To do this:
1. Navigate to your HubSpot dashboard.
2. Click on the desired object (Contacts, Companies, Deals, or Tickets).
3. Click on Actions and then select Export.
Remember to repeat this process for each object type (Contacts, Companies, Deals, and Tickets). Once your exports are ready, HubSpot will send you an email with a link to download the files.
Step 2. Export Engagements Data
Next, you need to export your Engagements data. This will include the notes data as well.
To get this data:
1. Navigate to your HubSpot dashboard.
2. Click on Settings (top right).
3. In the left sidebar menu, navigate to Objects > Activities.
4. Then click Export at the top right.
After a while, an email containing the download link for this export will be sent to you by HubSpot.
Step 3. Combine the Exported Data
The final step involves combining the exported data using a spreadsheet software, like Excel or Google Sheets.
You can use the ‘VLOOKUP’ or ‘XLOOKUP’ function to match the notes from the Engagements export to the relevant Contact, Company, Deal, or Ticket.
The basic syntax for VLOOKUP is as follows:
=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
You can replace the parameters with the relevant cells in your spreadsheet for a successful match.
Although it may seem a bit complicated, this process allows you to export your important notes from HubSpot till they introduce a direct feature to do so. If you face any difficulties during the process, feel free to reach out and we’ll be more than happy to assist.
