Best options for comprehensive communication exports (emails, calls, texts) for compliance review?

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1

I’m looking for the best way to export or provide access to all communications associated with contacts in HubSpot, including things like:

  • Emails (logged or sent through HubSpot)
  • Call logs and recordings
  • SMS/text messages (via integrations)
  • Notes and other activity history

The standard contact record export (JSON) technically contains the data but isn’t very usable for review purposes and doesn’t give control at all over some of the information it withholds.

We’re trying to understand what more robust options exist for compliance / audit style reviews, such as:

  • Tools or integrations that support eDiscovery-style exports
  • Ways to produce chronological communication timelines
  • Methods to export attachments and recordings alongside activity logs
  • Any third-party tools people use for legal or audit review workflows

Curious what others are using when they need something more structured and review-friendly than the default exports.

Appreciate any recommendations or lessons learned.

2

Hey @LinfordWest ,

I’m not aware of a specific tool for this, although I wouldn’t be surprised if there is something out there.

One option could be to use the HubSpot API to collect and export the data in a structure that better fits your use case. The API is quite comprehensive and well documented and provides access to most engagement data such as emails, calls, notes, and other activity history. If you have some development resources available, this can be a good starting point. With some basic technical knowledge and a bit of help from AI, it’s also possible to work with the API without needing a very deep understanding of it.

Using the API, you could extract the relevant engagement data and build a more review-friendly structure, for example creating chronological communication timelines per contact while also retrieving associated metadata, attachments, and links to recordings where available.

Another option could be to work with the existing JSON export and post-process it to make it easier to review. With some scripting or data processing, the data could be reformatted into a cleaner timeline view, grouped by contact, and enriched with links to attachments or recordings.
Hope this helps.
Best regards
Colin

3

Thanks Colin! Very helpful insights that I will start looking into :slightly_smiling_face: