Activity Notes to Custom Property

Smart CRM & Sales Hub Tips, Tricks & Best Practices
1

Hi There,

I’m looking for a solution while creating a customer report with the data sources - Deal. Ads Interaction, Notes etc I get the tabular data but in the records are getting duplicated because of multiple Notes in the deal records. So,

1. If there a way for such custom reports only single record of the deals can be shown up with the last activity note? Instead of multiple records in a row for each Notes values?

2. Another approach I was thinking but not sure if this is feasible, once the sales report adds the note on deal record can I copy that in one of the custom property. Here it should always push the last note to the custom property this way I’ll create the report without selecting Notes as a data source to avoid duplicate records.

Let me know if there’s another way to solve this issue.

2

Hi @AJ_Kakrot,

You’re correct that HubSpot does not currently provide a default property for the “last added note,” nor does it natively allow notes to be copied into a custom property through its default functionality.
However, this requirement can be addressed using the HubSpot API. By leveraging the API, you can create a solution to identify the latest note and update a custom property (e.g., “Latest Note Content”) on the associated deal record. Here’s how this can be achieved:

  1. API Integration:
    • Use the HubSpot API to query notes associated with a deal.
    • Identify the most recently created note based on the createdAt timestamp.
    • Update a custom deal property (e.g., “Latest Note Content”) with the content of the most recent note.
  2. Automation Possibilities:
    • This process can be automated using a middleware tool like Zapier, Make (Integromat), or a custom script running on a server.
    • For advanced users or developers, you can set up a webhook to trigger whenever a new note is added, ensuring the latest note content is always synced to the custom property.
  3. Reporting:
    • Once the “Latest Note Content” property is updated via the API, you can use it in HubSpot reports, ensuring only one row per deal with the latest note displayed.