topic How to report on all fields (Contact and Company), with Field Description and Record Count? in 💬 RevOps Discussions

How to report on all fields (Contact and Company), with Field Description and Record Count?

MBooker — Mon, 18 Oct 2021 15:17:56 GMT

Good morning, Community!

We are currently doing some data normalization in preparation for starting direct meetings with our internal teams to help them fully leverage all that HubSpot can do. Having an ad hoc report that inclues field names, field descriptions, and a count of how many times that field has been used will help us on both fronts. Is there a simple way to export this data natively from HS?

Re: How to report on all fields (Contact and Company), with Field Description and Record Count?

jbogaert — Wed, 20 Oct 2021 12:24:37 GMT

Thanks for you question!
@Drew_Cohen, @JenBergren , @ChristinaKay is this something you can help with?

Re: How to report on all fields (Contact and Company), with Field Description and Record Count?

jamesle — Wed, 20 Oct 2021 21:57:57 GMT

Hi there @MBooker

Best way will be to follow this process for a spreadsheet export:

https://knowledge.hubspot.com/crm-setup/manage-your-properties#export-properties

This sheet export will not give you the number of records that have values for each property but you will be able to see where these properties are being used in (for example, workflows and reports).

To see the number of records with values, I would build a report to view the count of [object] with [property] known.

Let me know if this helps!

James Le

Senior HubSpot Strategist at Remotish

San Diego, CA

Re: How to report on all fields (Contact and Company), with Field Description and Record Count?

JenBergren — Wed, 20 Oct 2021 22:11:01 GMT

Thanks for the tag @jbogaert !
I looped in one of our HubSpot Strategists @jamesle for a better answer than I could give 🙂

Apologies for my giant logo, I am working on reducing it!

Re: How to report on all fields (Contact and Company), with Field Description and Record Count?

MBooker — Thu, 21 Oct 2021 14:58:15 GMT

Hi, James - thanks for the information.

The Properties export is very helpful - but it does not include the field Decription (the one found on the "Basic Info" tab in HS). That description is extremely useful when we are doing high-level planning.

Does your Dev Team have an internal table or other documentation that can be shared?

Re: How to report on all fields (Contact and Company), with Field Description and Record Count?

JenBergren — Fri, 29 Oct 2021 03:52:38 GMT

@jspencerdav and @MAnderson42 I think you may have done similar properties work today, would you be able to answer MBooker's most recent question above?

Re: How to report on all fields (Contact and Company), with Field Description and Record Count?

jspencerdav — Fri, 29 Oct 2021 14:18:13 GMT

There is no simple export with that data. I've taken two different approaches depending on how much collaboration is needed to determine the effacacy of currently used (or created) properties. Both require some amount of manual labor and it isn't really all that bad. In both approaches I always separate out custom properties from HubSpot default.

1. Add to columns in your properties Sheet; one for a link to the custom property, and another to show how many records contain data for that property. This will help to quickly narrow down properties that may either be populated by API (possibly showing no Usages) or properties that just don't have much data associated with them (what is the purpose then?).

2. The other approach is good for when you need a higher amount of colaboration on each individual property, especially if the property is used in multiple places; using Google Sheets, create a Google Aps Script to create a document (from a template) for each key value you are reporting on from the standard HubSpot output and then insert a link to that newly created document into the sheet itself. Once you have this doc created, open the doc add a link to the HubSpot property (manually) after searching for it in HubSpot, and then copy and paste in all related places the property is used. The benefit of this approach is that you now have one link to click in your properties Sheet that takes you directly to a document with all relevant information. By inviting collaborators to these docs, additional information and context is easily added in to create an idea of why and how the property is working for the organization (also a good foundation for creating Knowledge Base articles).

Here's an example of the code I used in a project recently: