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CRM Setup

Organize, delete, and export properties

Last updated: July 29, 2022

Applies to:

All products and plans

To help maintain quality data in your CRM, it’s important to keep your properties organized. You can clone similar properties, separate properties into groups, or archive and delete unused properties. To view property information for multiple objects, you can also export all properties or historical data for a single property.

On each object’s individual settings page, you can further customize how properties are used. Learn how to set the properties that appear when creating records, and how to customize record sidebars and association cards.

If you want to create new or update existing properties, learn how to create and edit properties. For guidance on updating a record’s property values, learn how to edit a property value on a record or in bulk. 

Create and edit property groups

Property groups can help you identify related properties within an object. There are default property groups, but you can also create custom groups. These groups are used only within the properties settings. To group properties on a record, use record sidebars.

To create a new or edit an existing group:

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Properties.
  • Click the Select an object dropdown menu, then select [object] properties for the object whose groups you want to edit.
  • Click the Groups tab.

create-property-group

  • To create a new group, in the upper right, click Create group. To edit an existing group, hover over the group, then click Edit.

  • In the dialog box, enter the name of the group and click Save.

  • To view the properties in a group, hover over the group, then click View properties.

  • To delete a group, hover over the group, then click Delete. In the dialog box, click Delete to confirm.

Clone, archive, or add properties to a group

Users must have Edit property settings permissions for an object to clone, archive, or move properties to a group. To perform these actions:

  • In your HubSpot account, click the settings settings icon in the main navigation bar.

  • In the left sidebar menu, navigate to Properties.

  • Click the Select an object dropdown menu, then select [object] properties for the object whose properties you want to clone, move, or archive.

  • To locate certain properties:

    • In the upper left, click the filters:

      • All groups: click and select the group to filter only properties in that specific group.

      • All field types: click and select to filter properties by a specific field type.

      • All users: click and select to filter properties created by a specific user.

    • In the upper right, search for your property by name in the search box.

    • To sort your properties, click the column header.

property-filters

  • To manage an individual property, hover over the property and click the More dropdown menu:

manage-individual-property

  • To manage properties in bulk, select the checkboxes next to the properties. At the top of the table:

bulk-manage-properties

    • Add to group: select to add the properties to a property group. In the dialog box, select a group from the dropdown menu, then click Save.

    • Archive: select to archive the properties. In the dialog box, type the number of properties you’re archiving, then click Archive to confirm. This will archive all information on the properties.

    • Assign users and teams: select to assign user permissions for the properties (Enterprise only).

Once archived, properties are stored on the Archived Properties tab and will be permanently deleted after 90 days. You can only archive properties if they are not used anywhere else within your HubSpot account (e.g., in a list or workflow).

To view and manage where properties are used:

  • In the properties table, click the number in the Used in column to see where the property is being used. 
  • In the right panel, click to expand a section to see the different views, records, or assets where the property is used. If you’re archiving the property, you’ll need to remove or replace the property wherever it’s used.

property-used-in

Restore or permanently delete archived properties

Users with Edit property settings permissions for an object can restore the archived properties of that object. Users with Super admin permissions can also permanently delete archived properties.

Please note: properties archived 90 or more days ago have been deleted and cannot be restored.

  • In your HubSpot account, click the settings settings icon in the main navigation bar.

  • In the left sidebar menu, navigate to Properties.

  • Click the Select an object dropdown menu, then select [object] properties for the object whose property you want to restore or delete.

  • Click the Archived Properties tab.

archived-properties

  • Locate the properties you want to restore or permanently delete:

    • Click the Filter by dropdown menu and select the type of property.

    • Use the date fields to filter the properties based on when they were archived.

  • Select the checkboxes next to the properties you want to restore or permanently delete. You can select the checkbox at the top left of the table to select all properties in the list.

  • At the top of the table, click Restore or Delete.

  • If deleting, in the dialog box, type the number of properties you’re deleting, then click Delete to confirm.

Export all properties

Users with Export permissions can export a list of all properties across all of your account’s objects. The exported file will contain basic information including each property’s name, internal name, type, description, group, and if applicable, its options. To view property values instead, you can export an individual property’s history or view historical data for a property on a record.

  • In your HubSpot account, click the settings settings icon in the main navigation bar.

  • In the left sidebar menu, navigate to Properties.

  • In the upper right, click Export all properties.

export-all-properties

  • In the dialog box, click the File format dropdown menu and select the format you want for the exported file.

export-properties-dialog-box

  • Click Export. Once the export is processed, you'll receive a download link through email and in your notification center.

Export a property's historical data

You can also export an individual property's historical data across all records. The exported file will include all records and their current values for the property, as well as any historical values and when the value was changed.  If you want to export all property values on a specific record, learn how to view a record’s property history.

Please note: the limit on the number of revisions saved in each property's history is based on the object. The following limits apply to all revisions, including both those made within HubSpot and via API:

  • Contact properties: up to 45 revisions.
  • Company, deal, ticket, and custom object properties: up to 20 revisions.
  • In your HubSpot account, click the settings settings icon in the main navigation bar.

  • In the left sidebar menu, navigate to Properties.

  • Click the Select an object dropdown menu, then select the [object] properties for the object whose property you want to export.

  • Hover over the property, click the More dropdown menu, then select Export property history.

export-property-history

  • In the dialog box, select a File format and click Export. Once the export is processed, you'll receive a download link through email and in your notification center. 

To restore the historical values of your records, you can look for the date of the change in your file, then reimport the values that were in HubSpot prior to that change.

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