Contacts

Import and associate multiple objects and notes

Last updated: July 16, 2019

To associate records via import, you can import one file with multiple objects or you can associate two objects by uploading a spreadsheet for each. You can use this to associate contacts with companies, for example, or to import notes and associate them with the relevant records.

Import one file with multiple objects

Use this method if your file contains more than one type of object (e.g., the file contains contacts, deals and notes). Before you get started, set up your file for importing.

  • Click Start an import.
  • Select File from computer, then in the bottom right, click Next.
  • Select One file, and click Next.
  • Select Multiple objects, and click Next.
  • Select the types of objects in your import file. Then, click Next.

  • On the Map columns in your file to contact properties screen, HubSpot will automatically match the columns in your file to properties in your selected objects. You'll see a preview of the property values from your spreadsheet in the Preview Information column.
  • If any columns do not match an existing property, click the corresponding dropdown menu:
    • If you want this column to map to an existing property, select which object's properties you need to match, then select a property.  select-object-type-to-match
    • If you want to match the column to a new custom property, select the object then click Create a new property. In the right panel, set up your custom property. 
    • If you don't want to import this column, select Don't import column.
    • If you don't want to import any columns without a matching property, select the Don't import data in unmatched columns checkbox. 

Please note: when importing a note, there are two fields you must include in the import file: activity date and note body. The values for these fields are not stored in a property, but they are included in the note engagement on the record's timeline.

  • After you've mapped all of the columns from your file, click Next.
  • On the details screen, enter an Import name.
  • Once you've set the options for your import, click Finish import in the bottom right.

Import two files for association

If you have your data in two different files, you can associate two objects or an object with notes by uploading each spreadsheet. First, you'll need to format your spreadsheets, then import them to associate the records.  

Set up your spreadsheets

To get started, review HubSpot's recommendations for setting up an import file. When uploading two files, you'll also need to include a common column in both files to uniquely identify and match the records you want to associate. This field can be named anything, as long as they are the same in both import files, and can contain any string, as long as they match up.

If the records already exist in HubSpot, and you want the import to overwrite values for the existing records rather than create new records, export the existing records and use the object ID from HubSpot as the unique identifier instead.

For example, if you want to import new contacts and deals then associate them:

  • Create two spreadsheets, one for contacts and one for deals. In each spreadsheet, create a "Common field" column.
  • In your contact import file, enter a unique string for each contact in the "Common field" column.

  • In your deal import file, for each deal, in the "Common field" column, enter the unique string of the contact you want the deal to be associated to.

  • Save these spreadsheets to your computer. All .csv, .xlsx, and .xls file types are supported when importing into HubSpot.
  • Continue to import your files into HubSpot. The common field will match the contacts and the deals for association.

Please note: if you upload files for existing contacts with email addresses or companies with company domain names, any existing information will be overwritten by new values you’ve imported. Learn how HubSpot deduplicates records.

Import your files

  • In your HubSpot account, navigate to contacts, companies, deals, or tickets. If you want to import and associate notes, navigate to the object you’ll be adding notes to.
  • Click Import.
  • Click Start an import.
  • Select File from computer, then click Next.
  • Select Multiple objects with associations, then click Next.
  • Select the two objects or an object and notes to associate via import, then click Next.
  • For each object type, click choose a file, then select your import file. If you're using object ID to deduplicate either or both of your files, select the corresponding Update existing [object] using "[Object] ID" exported from HubSpot checkbox.
  • Click Next.

relational-import-upload-your-files

  • Next, specify which common column you want to use to associate your data:
    • To specify the column header for the common field in both of your spreadsheets, click the Common column headers found in your files dropdown menu.
    • The common column is the unique key that associates objects, but only belongs to one object. To specify which object has a unique value for the common column, click the Which object is [header] the unique key for? dropdown menu and select the object. This matters when there are many-to-one associations (e.g., many deals associated to one contact).
  • Click Next.

relational-import-map

  • Click Next.
  • On the Map columns in your file to contact properties screen, HubSpot will automatically match the columns in your file to the selected objects' properties in HubSpot. You'll see a preview of the property values from your spreadsheet in the Preview Information column.
    • If any columns do not match an existing property, click the corresponding dropdown menu:
      • If you want to map the column to an existing property, select an existing property.
      • If you want to set up a new custom property, click Create a new property. 
      • If you want to exclude a column from your spreadsheet from importing, select Don't import column. 
      • If you want to skip any columns without a match, select the Don't import data in unmatched columns checkbox to skip any columns without a match.
    • Click Next, then map the columns in the second spreadsheet.
    • Once you've mapped the columns in both of your files to properties in HubSpot, click Next.

Please note: if you're importing contacts or companies with the object ID the Email or Company domain name property will not be mapped. It is not required that you import the column you've used as the unique identifier for your records.