Determine your list criteria
Last updated: November 18, 2020
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Lists help you identify and organize your contacts by traits they have in common.
By understanding your options for list segmentation and understanding what your business goal is, you can determine the criteria that makes sense for your list.Navigate to the section on the specific list criterion you are looking for in the Table of Contents on the right. These list criteria can be combined in multiple ways to filter contacts on more granular levels.
Please note: list segmentation criteria in Marketing Hub Starter accounts is limited to form submission data, contact property information, and marketing email activity.
Contact, company, or deal properties
Filter your contacts based on the values in their properties, or the values in their associated company, or deal properties. Examples where this filter is used include:
- contacts with the value Subscriber in the contact property HubSpot Lifecycle Stage;
- contacts with an associated company with the company property Industry known; and
- contacts with an associated deal with the deal property Amount greater than $5,000.
After selecting a property, you'll see the specific options available for filtering. This differs based on the property's field type.
For example, the HubSpot Lifecycle Stage contact property is a radio select field type, so you can select existing or historical option values.
The deal property Amount is a number field type, so you can select arithmetic operations like is equal to, is less than or equal to, is greater than, as well as historical numeric values.
Because number field types can be blank or a 0, different list criteria may include or exclude certain objects:
- When selecting is unknown, the list will include objects with the property being empty. If the object's property contains 0, this is a known value and the object will not be included in the list.
- When selecting is known, the list will exclude objects with the property being empty. If the object's property contains 0, this is a known value and the object will be included in the list.
- When selecting is equal to and entering 0 in the field, the list will include contacts with an empty property and contacts whose property contains 0.
- When selecting is less than or is less than or equal to, the list will include contacts with an empty property and contacts whose property contains 0.
Filter contacts by activities on their contact record. Activities include meetings, conversations, tasks, notes, one-to-one emails, and phone calls that have been logged in HubSpot. You can filter a contact based on the activity details. Learn more about using activity properties in a filter.
For example, you can create a list of contacts who have had a call logged on their contact record.
Line item properties
Filter contacts by the properties of a line item in an associated deal.
For example, you can create a list of contacts with at least one associated deal that has at least a product with the Quantity of 1.
Filter contacts by their list memberships. This filter can help you to combine different lists.
Filter contacts based on their submissions to a HubSpot form. You should select the specific form. This will filter out all contacts who has submissions to this specific form.
- After selecting the specific form, in the dropdown menu, you can select a specific HubSpot page. This will filter out all contacts who submitted to the specific form on that specific page. Otherwise, select Any page if there is no specific page. You can also select Contact hasn't filled out form on to exclude submissions from a certain page.
- Refine the submissions by date and by the number of times a contact submitted to the form. This step is optional.
Please note: if you've selected a non-HubSpot form, you cannot further refine the result by a specific page and should select Any page. The dropdown menus only include HubSpot pages and will not include any external pages that have your non-HubSpot form.
Filter contacts based on the import they were part of.
If you're using the HubSpot ads tool and you've connected one of your ad accounts, you can filter contacts by the corresponding Google Ad, Facebook Ad, and LinkedIn Ad properties. Learn more about how to segment contacts based on ad interactions.
Filter contacts by their marketing email activity, and refine this by date. After selecting the Marketing emails filter:
- Select the specific marketing email.
- After selecting the specific email, select the activity to filter the contacts by.
- Refine the submissions by date. This step is optional.
Filter contacts based on the status of their email subscriptions. You can see this in the left panel of a contact record if you've GDPR settings turned on. This filter only applies to a contact's primary email address and not their secondary email addresses.
Page viewsFilter contacts by pages they've viewed on your website and refine this by date or number of times. Page view options include:
- Contact has/has not visited exact URL: contacts who has a page view in their contact record timeline that matches/doesn't match the exact URL specified.
- For example, entering http://www.domain.com/pricing/marketing will show contacts who have or have not visited the specific tracked page containing that exact URL. A wildcard (*) will not work.
- Contact has/has not visited URL containing: any contact who has a page view in their contact record timeline that contains a specified part of a URL.
- For example, entering /marketing will show contacts who have visited a page on your website that contains /marketing in the page URL, such as http://www.domain.com/marketing/trade-shows or http://www.domain.com/contact/marketing-company. A wildcard (*) will not work.
- Contact has/has not visited URL that matches regular expression: this is an advanced functionality also known as regex that HubSpot Support does not support. It should only be implemented by users who are familiar with regular expressions. RegExr is a helpful website to learn, build, and test Regular Expressions.
If it takes HubSpot's internal processes more than one second to test a contact against a condition using a regex filter, HubSpot will automatically return a value of false, and the contact will not pass the evaluation for that filter. A wildcard (*) will work.
- Visits to file manager file URLs are not tracked. If you enter a file URL in your page view filter, no contacts will meet your list criteria.
- HubSpot strips UTM parameters from visited URLs on contact records. Learn more about how query string parameters are handled in lists and workflows.
- HubSpot strips anchor links (i.e., any text after and including the # symbol) from visited URLs on contact records. If you enter text in your page view filter with an anchor link or the # character, no contacts will meet your list criteria.
- HubSpot strips the trailing slash from visited URLs on contact records. You must remove the trailing slash when entering your URL in the criteria (i.e., instead of www.domain.com/directory/, enter www.domain.com/directory, because the last slash will be stripped by HubSpot).
Filter contacts by a call-to-action (CTA) status and refine this by date or number of times. For example, you can create a list of contacts who have seen any CTA more than twice.
You can filter contacts by workflow status. For example, you can create a list of contacts who are currently active in a specific workflow.
Please note: when using the Contact has met the goal filter, only the contacts who met the goal criteria and were sent a marketing email from the workflow will be in the list.
List criteria that require specific Professional and Enterprise subscriptions
Product properties (Sales Hub Professional and Enterprise only)
Filter contacts based on the properties of the products in their associated deals. You can see:
- the deals associated to a contact under Deals in the right panel of the contact record; and
- the products associated to a deal under Products in the right panel of the deal record.
Behavioral Events (Marketing Hub Enterprise only)
Filter contacts by behavioral events they've completed, and refine this by date or number of times. For example, you can create a list of contacts who have completed a specific event more than twice.
List criteria available with integrations
GoToWebinar webinar status
If you've integrated GoToWebinar with HubSpot, you can filter contacts by their GoToWebinar webinar status. For example, you can create a list of contacts who have registered for any webinar, or have not attended a specific webinar.
If you've integrated SurveyMonkey with HubSpot, you can filter contacts by their SurveyMonkey survey response. For example, you can create a list of contacts that have responded to a specific survey, or even given specific answers to questions in the survey.
Combining multiple list criteria
List criteria can be combined in multiple ways to filter contacts on more granular levels, and AND and OR logic can be used with multiple criteria sets.
For example, you can create a list of contacts who became a sales qualified lead in a certain time and has their first name known, or contacts that converted through AdWords. This will result in a list that includes:
- contacts who became a sales qualified lead between the specified dates with their first names known; and
- contacts who have converted through Adwords.
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