A guide to using records

Last updated: February 1, 2019

Every object (contacts, companies, deal and tickets) in your CRM has a record. The object dashboard gives you an overview of the records in HubSpot. Access a specific object's record to understand the object, interact with and edit information relating to the object, and view the activities and tools associated to the object.

The objects dashboard

  • In your HubSpot account, navigate to your contacts, companies, deals or tickets.
  • In the object's dashboard:
    1. Contact/Company/Deal/Tickets: click the dropdown menu and select the object dashboard to view.
    2. Table/Board: for the deal and ticket dashboard, click Table to view your objects in a table format and click Board to view your objects based on their stage in the pipeline. The board view is only applicable to deals and tickets because these objects have a pipeline.
    3. Search for a [object]: enter a search term to search your objects.
    4. Actions: click the Actions dropdown menu to customize your view.
      • In a table view, select Edit columns to edit the columns that appear in the dashboard view (such as Name, Email, and Contact/Company owner) or Edit properties to edit the properties associated with each record.
      • In a board view, select Sort [objects] to select how your objects should be displayed in each stage of the pipeline.
    5. Import: click Import in the upper right-hand corner to import contact or company records. Learn more about importing here.
    6. Create [object]: click to create a new object. Learn more how to create an object manually.
    7. Pipeline: click the Pipeline dropdown menu to filter the pipeline. This is only available for deals and tickets.
    8. Add filter: click + Add filter to create a new filter to have a filtered view of your objects. Click All saved filters to apply any previously saved filters. Learn more about creating saved filters

The object's record

Elements of a record

A record is split into three panels.

  1. The left panel shows information on your object and allows you to interact with the object.
  2. The middle panel shows activity relating to your object chronologically.
  3. The right panel shows other objects or tools associated to your object and allows you to make new associations.

Left panel

In the left panel, view the object's properties and interact with the object.

  • In the first section, view and edit certain values relating to the object. The values that appear depend on the object type.
    • Contacts: the contact's picture, first and last name, job title and associated company. Learn how to update the profile picture.
    • Companies: the company's logo, name and domain. Learn how to update the company's logo.
    • Deals: the deal's amount, name, close date and stage.
    • Tickets: the ticket's name, length of time it has been open, status.
  • In the second section, interact with the object by clicking the respective icons.
    • Note description: click to add a note.
    • Email emailclick to craft an one-to-one email.
    • Call callingclick to call.
    • Log addclick to manually log an activity.
    • Task tasksclick to add a task relating to the object.
    • Meet meetings click to set up a meeting.
  • View and edit the object's properties under the About this [object] section. Learn how to edit the properties that appear in this section.
    • To edit a property value, hover over the property and click the pencil icon edit.
    • To view a specific property's history, hover over the property and click See history. To view all property changes to the object, scroll down and click View property history. Learn more about viewing property history.
    • To view all properties relating to the object, scroll down and click View all properties.
  • For contacts, view and edit the specific contact's subscriptions under the Communication subscriptions section. Learn how to add a subscription for the contact.
  • For contacts, view their website activity under the Website activity section.

Middle panel

In the middle panel, view the activities the object has chronologically, with the latest activity on the top. This panel is called the timeline. You can filter these activities in the following ways:

  • Click the tabs at the top to quickly filter activities.

  • Click the Filter by dropdown menu to filter more specific activities.
  • Click the All users or All teams dropdown menus and select a user or team to filter activities that are owned by them.

Learn how to associate activities with other records and pin a note in a record.

Right panel

In the right panel, view the associations the object has with other types of objects. These associations are displayed under the respective record type sections (e.g., Deals). To associate the record to another record:

  • In the section with the record type to associate to, click Add [object].
  • In the dialog box, enter the name of the record in the Search by name field and select the checkbox next to the record to associate.
  • Click Done.

You can also view the object's associations with other tools in HubSpot. Some of these sections include:

If you require more space to view the middle panel, you can collapse the right panel by clicking the last icon at the top of the panel, and expand the panel again by clicking the first icon.

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