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Contacts

View and filter records

Last updated: January 21, 2022

Applies to:

All products and plans

Each standard CRM object in HubSpot (contacts, companies, deals, tickets, and custom objects) has an index page that displays the object’s records. These index pages also include actions and filters you can use to customize and segment your records. 

Depending on your subscription, other HubSpot-defined objects have index pages with unique actions and filters. Learn more about managing your target account, marketing event, and call records.

Filter records and save views

  • Navigate to your records:

    • Contacts: In your HubSpot account, navigate to Contacts > Contacts.

    • Companies: In your HubSpot account, navigate to Contacts > Companies.

    • Deals: In your HubSpot account, navigate to Sales > Deals.

    • Tickets: In your HubSpot account, navigate to Service > Tickets.

    • Custom objects: In your HubSpot account, navigate to Contacts > Contacts, then click the dropdown menu in the top left and select the name of the custom object.

  • Once you’re on an index page, you can also click the [Objects] dropdown menu in the top left to navigate to a different object.

  • If you’re viewing an object with pipelines (deals, tickets, or custom objects):

    • To toggle between a table view or board view, click the listView table and grid board icons next to the object name. The table view shows all records in a list, while board view shows records moving through the stages of a pipeline. 

    • To show records that are in a specific pipeline, click the All pipelines dropdown menu next to the object name and select a pipeline.

  • When navigating to an object, you’ll be brought to the default view for the object. To select a different saved view, click one of the tabs at the top of the table or, if you’re in board view, click the [Current view name] dropdown menu to the right of the object name, then select a view.

  • To change the filters in the selected view, use the property dropdown menus at the top of the table or board: 

    • To filter by a common default property, click one of the default property dropdown menus above the table (e.g., Contact owner, Create date, Last activity date, Lead status for contacts) and select filter criteria.

filter-records-updated

    • To filter by other properties, click More filters. In the right panel:

      • Search for and select properties.

      • Set criteria for the selected properties, then click Apply filter. Learn more about setting criteria.

      • To select another property, click AND.

      • To remove a property, hover over the filter and click the delete delete icon.

      • Once you’re done, click the X in the top right corner.

    • To clear all filters from a view, click Clear All above the table.

  • To save the current filters and settings, in the top right, click Save view:

    • To update the filters and settings for the current view, click Save

    • To save these filters and settings as a new view, click Save as new. In the dialog box, enter a view name, select a visibility setting, then click Save.

    • To reset the current view to its original saved filters, select Reset. This will remove any new filters you've applied to it.

save-view-dropdown

  • To customize how properties appear in a table or board view: 

    • In the table format, click the Table Actions dropdown menu, then select Edit columns. In the dialog box:

customize-table

      • On the left, select the properties you want to appear in the table.

      • On the right, use the drag handle to drag and drop properties to reorder the columns. Click x to remove a property.

      • Click Apply.

    • In the board format, click Board Actions:
      • To edit the stages in your pipeline, select Edit stages. Learn more about customizing pipeline stages for deals, tickets, or custom objects (Enterprise only).
      • To customize how the cards in the board appear, select Edit cards. In the right panel, you can customize the amount of information shown in each card (Default or Compact), whether or not you want icons to appear for associated records, and set options for marking inactive cards. Once you're done, click Save.

edit-board-cards
  • To export the records in the current view, click the [Table/Board] Actions dropdown menu and select Export view. Learn more about exporting records.

  • To locate a specific record within a view, browse or enter a search term in the search box in the top left.

  • Hover over a record and click Preview to see record information on the right, or click the record name to navigate to the full record. Learn more about navigating and working with records.

Once you’ve set filters, learn more about bulk editing records from an index page.

Select filter criteria

Before you select criteria for your view, learn how to choose filter options to segment your records. On each index page, you can only filter by that object’s properties. If you’re looking for more ways to filter records, learn about the differences between saved views and lists.

To set your criteria in a view, select a property, then depending on the property's field type, choose an option to set criteria based on that property:

  • contains exactly: enter a value. A record’s property value must contain the exact entered text to be included in the view.

Please note: for non-English characters, you may need to enter your value in quotes (e.g., "keyword") to filter for an exact match.

  • doesn’t contain exactly: enter a value. A record’s property value must not contain the exact entered text to be included in the view. Records with no value for the property will also be included.

  • is: for Date properties, select from predetermined options (e.g., Today, Yesterday, Last quarter). A record’s property value must be within the selected time frame to be included in the view.

  • is after: for Date picker properties, select a date on the calendar. A record’s property must have a date value that is after the selected date to be included in the view.

  • is any of: select multiple values. A record’s property must have at least one of these values to be included in the view.

  • is before: for Date picker properties, select a date on the calendar. A record’s property must have a date value that is before the selected date to be included in the view.

  • is between: for Date picker properties, select two dates on the calendar. A record’s property must have a date value that is equal to or after the first selected date and equal to or before the second selected date to be included in the view.

  • is (not) equal to: enter or select a value. A record’s property must (not) be equal to this value to be included in the view. If you’ve selected is not equal to, records with no value for the property will also be included.

  • is greater than: for Numerical properties, enter a number. A record’s property must have a value that is greater than the entered number value to be included in the view.

  • is greater than or equal to: for Numerical properties, enter a number. A record’s property must have a value that is greater than or equal to the entered number value to be included in the view.

filter-criteria-example
  • is known: all records with a value for the property will be included in the view.

  • is less than: for Numerical properties, enter a number. A record’s property must have a value that is less than the entered number value to be included in the view.

  • is less than or equal to: for Numerical properties, enter a number. A record’s property must have a value that is less than or equal to the entered number value to be included in the view.

  • is none of: select multiple values. A record's property must have a value that does not match any of the selected values to be included in the view. Records with no value for the property will also be included.

  • is unknown: all records that do not have a value for the property will be included in the view.

Once you're done, click Apply filter.

Manage saved views

As you filter your records and save views, you can customize which views appear as tabs on object index pages, create new views, and set a default view for each object. You can also manage who can access a view, and delete unneeded views.
  • Navigate to your records:

    • Contacts: In your HubSpot account, navigate to Contacts > Contacts.

    • Companies: In your HubSpot account, navigate to Contacts > Companies.

    • Deals: In your HubSpot account, navigate to Sales > Deals.

    • Tickets: In your HubSpot account, navigate to Service > Tickets.

    • Custom objects: In your HubSpot account, navigate to Contacts > Contacts, then click the dropdown menu in the top left and select the name of the custom object.

  • To create a new view with no filters set, click + Add view to the right of your tabs, then click Create new view.

  • To open an existing saved view, click + Add view to the right of your tabs, then select a view from the dropdown menu.

  • To see a list of all saved views, click All views. On the All [Object] saved views page:

    • Click a view name to open it as a tab on the object index page.

    • To edit or delete a view, hover over a view name and click Options. Select from the following:

      • Create report (Professional and Enterprise only): navigate to the report builder to create a report based on data from the view.
      • Clone: clone the view. In the dialog box, enter a name for the cloned view, then click Save. A new view will be created with the same filters.
      • Delete: delete the view. In the dialog box, click Delete to confirm. The view will be deleted, but the records included in the view will not.
      • Export: export the records in the view. Learn more about exporting records.
      • Manage sharing: update which users have access to the view. In the dialog box, select to make the view private, share it with your team, or share with all users in the account. Click Save to confirm.
      • Rename: update the name of the view. In the dialog box, enter a name, then click Save.
  • To pin a view, click the down arrow on an open view’s tab, then select Pin view to keep open. This view will be visible as a tab each time you navigate to the index page.

  • To unpin a pinned view, click the down arrow on the tab, then select Unpin view. The view will no longer be visible each time you navigate to the index page, but you can access it by navigating to All views. If you want to unpin your default view, you’ll need to set another view as default beforehand.

  • To set a pinned view as your default view, select Make default view. This view will be the first tab each time you navigate to the index page.