How to group records in HubSpot

Within HubSpot, there are multiple ways to group records depending on your goal. In this article, learn the differences between saved views, active segments, and static segments, including when to use each.

Views

What views are

Views group records or assets on index pages based on property values. You can group the following objects and assets in views:

• All standard objects (contacts, companies, deals, and tickets).

• Objects that you can activate from the object library (appointments, courses, listings, services).

• Activities (e.g., calls, notes).

• Revenue objects (e.g., products, subscriptions, invoices).

• Assets within tools (e.g., workflows, marketing emails).

Learn more about filtering records and saving views.

When to use a view

Create saved views when you need to:

• Quickly group records based on property values.

• Save groups of records to revisit or share with other users.

• Take bulk actions on a group of records.

If you need to use the group in other tools (e.g., marketing emails or campaigns), create a segment instead. You can also convert an existing view to a segment if needed.

Segments

What segments are

Segments can group records based on property values, but have additional filtering options such as events and memberships. For example, filter by associated record property values, page views, form submissions, workflow enrollments, and email interactions.

Learn more about creating segments and setting up segment criteria.

When to use segments

Segments can be used in other HubSpot tools, such as marketing emails, workflows, custom reports, ads audiences, and customer satisfaction surveys. This means if you want to use the group of records in any of those tools, you should create a segment.

For example, you can:

• Enroll a segment in a workflow.

• Send a segment a marketing email.

• Use the segment as an ads audience.

Types of segments

There are two types of segments:

• Active segments: automatically update based on criteria. Use active segments when you need the segment to update over time.
• Static segments: do not update automatically. Use static segments to group records that met criteria on a particular date, or if you want to manually add or remove records.

Learn more about segment types.

Examples