topic Re: Export companies that went through a workflow in Data Hub

Export companies that went through a workflow

EVatsev — Fri, 16 May 2025 11:52:24 GMT

Hi,

I want to get a list of companies that went through a specific workflow. The workflow only assigns company owners based on filter criteria so no property is set, nothing unique I can search for.

I tried with making an active list, but there is no option to get companies based on workflow enrollement. I also thought of making a report, but also no option there.

Is there a way to get the export or a workaround?

Re: Export companies that went through a workflow

karstenkoehler — Fri, 16 May 2025 11:55:16 GMT

Hi @EVatsev,

Unfortunately, I don't think this can be done at scale. The best workaround would be a custom property that you set before enrollment and then populate it via "Edit record" in the workflow – so that you can later filter for it.

Without it, I don't see any ways to get this information via the user interface, besides looking at the workflow actions log.

Is there anything your workflow did that was unique to the enrolled companies you can filter for?

Best regards

Re: Export companies that went through a workflow

EVatsev — Fri, 16 May 2025 12:07:08 GMT

Hi Karsten,

This workflow has been running for weeks now and I need that data. I can enrol the companies that went through it already and fill in the new property, but then the sales guys will get tons of emails at the same time.

It enrols based on on create date, size, and a custom property. Then it brances based on the country, but that's it.

Re: Export companies that went through a workflow

karstenkoehler — Fri, 16 May 2025 12:09:04 GMT

@EVatsev if the enrollment criteria still hold true, why not simply create a list with the same criteria?

Re: Export companies that went through a workflow

EVatsev — Fri, 16 May 2025 12:28:21 GMT

@karstenkoehler that's exactly what I did just now.

I just thought there is even an easier option since it's possible for contacts to get a list of contacts based on the workflow enrollment.

Re: Export companies that went through a workflow

karstenkoehler — Fri, 16 May 2025 12:29:17 GMT

@EVatsev unfortunately not, no, HubSpot seems to have skipped those filters for companies so far.

Re: Export companies that went through a workflow

h-recker — Wed, 21 May 2025 20:00:16 GMT

You’ve already uncovered the key challenge: HubSpot doesn’t store workflow enrollment data in a way that’s searchable or exportable, either through the UI or the API.

So unless your workflow is setting a field or triggering some kind of trackable property, there’s no native way to report on or export companies that went through it.

Status quo:

You can view enrolled companies manually by going into the workflow and checking the “Enrollment History,” but there’s no way to export that list directly.
Active Lists won’t help unless a property is being set in the workflow.
Reports and workflows don’t track enrollment history as a reportable field—a big oversight.

Recommended flow going forward if this is important for you to report and have visibility on.

Add a custom property like “Workflow X Completed” and set it to “Yes” at the end of your workflow. That gives you:

A clean, reportable field
The ability to build lists and reports in HubSpot
A trigger point to identify enrolled companies in the future

Yes, it adds a bit of CRM “bloat,” but if this data matters to your reporting—it’s worth it.

If you're still limited inside HubSpot even with the field based on the specific report type you want:

You can use Coefficient on HubSpot's marketplace (it's a certified 2-way sync between HubSpot and Sheets/Excel) to pull all Companies into Google Sheets, filtering by that custom field (e.g., Workflow X Completed = Yes).
Build your reports or charts in Sheets, with complete flexibility (grouping, pivoting, visualization).
Then, embed those charts directly into your HubSpot dashboard using the “Add Other Content” option + Google Sheets' "Publish to Web" feature. I created a video on this recently if you need it.

This way, you get a clean, live view of workflow enrollment data even though HubSpot doesn’t surface it natively.