which of the following is the best description of how to filter records in hubspot crm

Which of the Following Is the Best Description of How to Filter Records in Hubspot CRM?

/

HubSpot is one of the most popular CRMs on the market, and filtering records is an essential part of keeping your CRM organized and efficient. This blog post dives into best practices for filtering records in HubSpot, explaining how to filter data based on values contained in contact properties, access it in real time, and use the default options provided for better results. Whether you’re a sales rep looking to find deal stages faster or someone in marketing needing to filter records, this guide will provide all the tips you need.

What Is HubSpot CRM and Why Filtering Matters?

HubSpot CRM is widely known for its intuitive interface and powerful features that support marketing, sales, and customer service teams. One key feature is the ability to filter records, helping users quickly search for exact record matches and sort results alphabetically or by date. Filtering in HubSpot allows you to access specific data contained in contact properties in real time, making it an essential tool for professionals looking to manage their customer base efficiently.

HubSpot users often need to work with vast amounts of data, and being able to filter records quickly and accurately ensures that everyone has access to the information they need when they need it. The department that filters records can access valuable insights in as little as three hours, streamlining internal processes and improving decision-making.

Understanding How to Filter Records in HubSpot CRM

How Do Filters Work in HubSpot?

Filters allow users to narrow down data based on specific conditions. For example, you can filter records based on values contained in their contact properties, helping you find exact record matches. The filters are not just limited to contact properties, though. You can filter deal stages, tasks, and even email templates. You can create custom filters to match the specific needs of your team, enabling everyone to work more efficiently.

What Are the Different Types of Filters?

In HubSpot, you can filter records based on various criteria such as:

  • Contact Properties: These filters allow users to view records based on contact information such as job title, location, or industry.
  • Deal Stages: This filter is perfect for sales teams who need to track the progress of deals.
  • Activity: You can filter based on actions taken, such as emails sent or meetings scheduled.

Filtering records by contact properties allows for a quick search for exact record matches, making it easier for teams to access real-time data.

Best Practices for Filtering Records in HubSpot CRM

1. Customize Filters for Specific Departments

Each department can filter records based on the specific data they need. For example, marketing teams might filter contacts based on lead score, while sales teams will focus on deal stages. This level of customization allows for more efficient workflows, and records you have access to can be tailored to your department’s needs. By leveraging this filtering process, the department can work with data that’s most relevant to them, increasing productivity.

2. How to Filter for Deal Stages in HubSpot CRM

Filtering by deal stages is crucial for sales teams who need to keep track of where prospects are in the pipeline. You can sort results alphabetically or by date, depending on what works best for your team. This makes it easy to prioritize deals, track progress, and make informed decisions.

Using the default options provided in HubSpot CRM is a great way to start filtering records based on deal stages. However, more advanced users may want to customize their filters to sort deals by specific metrics or KPIs.

3. Creating an Email Template in HubSpot

When creating an email template in HubSpot, it’s important to filter your email list to ensure you’re reaching the right contacts. HubSpot’s email template creator allows you to customize your emails for each contact, ensuring that your message is as personalized as possible. Before sending a tracked email, use filters to segment your audience based on the criteria that matter most to your business, such as location, industry, or engagement level.

4. Accessing Real-Time Data With Filters

One of the best features of HubSpot CRM is its ability to provide real-time data. When you filter records, you get access to real-time information based on values contained in contact properties. This allows you to make decisions quickly and efficiently. For example, if you need to find contacts who have engaged with a recent marketing campaign, you can create a filter that sorts contacts by their engagement level.

FAQs About Filtering Records in HubSpot

What Is the Best Description of How to Filter Records in HubSpot CRM?

The best description of how to filter records in HubSpot CRM is simple: filters help narrow down data based on specific criteria, allowing you to find the exact record matches you need in real time.

How Can I Filter Records by Contact Properties?

Filtering records by contact properties involves selecting specific fields like job title, industry, or location. You can create custom filters that fit the needs of your team, giving you quick access to relevant data.

Can I Create Custom Filters in HubSpot?

Yes, HubSpot allows you to create custom filters based on any field in the CRM. This means you can filter records by deal stages, activity, or even custom properties that are specific to your business.

Additional Tips for Filtering Records

1. Use Filters for Reporting

HubSpot’s filtering system isn’t just for day-to-day tasks; it’s also a powerful tool for reporting. You can use filters to generate reports that show how your team is performing or to track the success of a specific campaign. Make sure your emails are being tracked and use HubSpot’s email scheduling tool to make sure emails will be delivered at the right time. Filtering these reports helps identify areas for improvement and optimize future strategies.

2. Send a Tracked Email Based on Filtered Records

Another great use case for filtering records is sending a tracked email to a specific segment of your audience. You can create a custom filter based on engagement level, then use the email scheduling tool to send personalized messages at the perfect time.

HubSpot Community and Additional Resources

If you’re ever stuck or want to dive deeper into how filters work in HubSpot, the HubSpot Community is a fantastic resource. You can ask questions, find solutions, or even share a document with other users to get feedback on your filters. Additionally, HubSpot provides a community newsletter to keep you up to date on the latest best practices.

How to Solve Common Issues With Filtering in HubSpot

1. What Should I Do If I Can’t Find a Filter?

If you are unable to complete the action of finding a filter, it may be because the filter is not available in your current view. HubSpot has different tiers of sales software, and some features might only be accessible in higher tiers.

2. Why Can’t I Access Certain Filters?

Filters may be unavailable if you don’t have the necessary permissions. If you’re working in a shared HubSpot instance, ensure that your account has access to the playbooks tool or other features that may be restricted based on your role.

Similarities and Differences: HubSpot’s Filtering and Other CRM Tools

When using HubSpot sales software, it’s important to understand how its filtering capabilities stack up against other CRM tools. In this section, we’ll explore the similarities and differences between HubSpot and other popular CRMs, focusing on their filtering functionalities, customization options, and overall usability. By examining these points, you’ll gain a deeper understanding of what makes HubSpot CRM unique and where it aligns with industry standards.

1. Filtering Capabilities: HubSpot vs. Other CRMs

  • Similarities: Many CRM platforms, including HubSpot, allow users to filter records based on specific criteria. For example, users can sort the results alphabetically or by the date, and they can filter data inside contact records to view only the most relevant information. Whether you’re using HubSpot or another CRM, filters are an essential tool for narrowing down large datasets.
  • Differences: HubSpot CRM’s filtering system stands out due to its real-time data access. In HubSpot, you can filter data inside of them (records) to find information in real time, based on values contained within the contact or deal properties. In comparison, other CRM tools may lag slightly in real-time filtering, or the data may need to be manually refreshed. Additionally, HubSpot lets you create more complex, layered filters than many basic CRM systems.

2. Customization Options: Manual vs. Automated Filtering

  • Similarities: Most CRMs offer both manual and automated filtering options. In HubSpot, for example, users may choose another option from the dropdown to apply different filters based on needs. This is similar to other platforms that allow users to set criteria for automatic filtering of records.
  • Differences: One distinction is how HubSpot CRM integrates its filtering with automation workflows. HubSpot’s filtering capabilities are built directly into its sales and marketing workflows, meaning that you can automatically enroll a contact into a sequence based on filtered data. While other CRMs may offer automation, HubSpot makes this integration smoother and more intuitive.

3. Ease of Use: Dashboard and Interface Comparison

  • Similarities: Many CRM systems have a dashboard where users can apply filters to records. In HubSpot, the default on the sales dashboard allows users to quickly filter their leads and deals, much like in competing CRMs where dashboard filters provide quick insights into sales pipelines and other metrics.
  • Differences: HubSpot CRM’s interface is often regarded as more user-friendly compared to other CRMs. HubSpot’s dashboard provides clear, intuitive filtering options that editors open and your data inside the records remain easy to manage. In contrast, other CRMs may have more cluttered or complicated filter settings that require more time to navigate.

4. Customization for Emails: HubSpot vs. Competitors

  • Similarities: In both HubSpot and other CRMs, email customization plays a key role in marketing efforts. HubSpot allows you to send a tracked email based on filtered contacts, much like other CRMs that offer similar capabilities.
  • Differences: Where HubSpot excels is in its personalization capabilities. You can filter records to ensure the email send should be customized for the contact, and HubSpot’s CRM will guide you in crafting emails based on the contact’s specific attributes. Other CRMs may offer bulk email options but lack the same level of customization and filtering tied directly to the email creation process.

5. Reporting and Analytics: Comparing Filtered Data Outputs

  • Similarities: Both HubSpot and other CRMs allow users to create reports based on filtered data. In HubSpot, for example, you can create a report after applying filters to your contacts or deals, just as you would in other CRM tools where reports can be generated based on specific data sets.
  • Differences: HubSpot’s need a report function provides users with more advanced reporting capabilities, including the ability to generate real-time reports that reflect the most up-to-date information. Other CRMs may have delays in their reporting or lack some of the advanced real-time data integrations that HubSpot offers.

Myth Busting: Common Misconceptions About Filtering Records in HubSpot: True or False?

As with any powerful tool, there are a few myths surrounding the use of filters in HubSpot CRM. It’s essential to clear up these misconceptions to ensure that you make the most of your CRM capabilities. In this segment, we’ll debunk some common myths, using factual insights to improve your understanding of how to filter records in HubSpot CRM effectively.

Myth 1: “Filters are the same as search”

Many people assume that filtering records in HubSpot CRM is the same as using the search bar. This is false. Filters allow users to narrow down records by specific criteria such as values contained in their contact properties, while search only retrieves exact record matches based on keywords. Filters give you much more control and allow you to sort the results alphabetically or by the date, offering more granular results.

Myth 2: “All HubSpot users have access to advanced filters”

False. HubSpot’s features, including advanced filters, vary depending on the tier of your plan. The following sales hub tiers have access to more robust filtering options: Professional and Enterprise. Basic users may find that certain advanced filtering functionalities, such as filtering by deal stages or access to the playbooks tool, are not included by default.

Myth 3: “Filtering only works with contact properties”

A common misconception is that filtering is limited to contact properties. This is misleading. HubSpot allows users to filter the records by many other criteria, including deal stages, activities, and custom properties. You can access this data in real time based on values contained within various records, not just contacts. This flexibility is one of the CRM’s most powerful features.

Myth 4: “Filters take a long time to process”

Some users believe that filtering records in HubSpot CRM takes a significant amount of time to complete. This is incorrect. HubSpot’s CRM is optimized to process filter requests efficiently, allowing users to see filtered records in as little as three hours from the time the data is updated. This ensures you can access records you have access to quickly, improving workflow efficiency.

Myth 5: “You can’t filter records manually”

Another myth is that all records need to be automatically imported for filters to work. This is false. HubSpot gives you the option to create contacts manually and still use filters on those manually added records. This flexibility allows for real-time customization of records based on what’s most important for your business.

Myth 6: “HubSpot filters only work for internal reports”

Many believe that HubSpot’s filters are solely used for internal reporting purposes. This is misleading. While filters are invaluable for creating tailored reports, you can also use them in combination with other HubSpot tools, such as creating an email template or when you want to send a tracked email to a specific segment of contacts. Filters are integral to many areas of HubSpot’s functionality.

Myth 7: “Filtered data can’t be exported”

Some users mistakenly think that once data is filtered in HubSpot, you can’t export it. This is false. HubSpot allows users to export filtered records easily, making it simple to analyze data outside the CRM. Whether you need to share a document with team members or upload data into another system, exporting filtered records is a breeze.

Summary of HubSpot Filtering Best Practices

  • Use filters to narrow down contact properties and find exact record matches.
  • Customize filters for different departments to improve efficiency.
  • Filter by deal stages to manage your pipeline effectively.
  • Create email templates and send tracked emails based on filtered records.
  • Utilize real-time data when filtering to make informed decisions quickly.