Does anyone know if there is a way to export summarized data instead of unsummarized data from reports? This would be a great feature if possible. instead, i have to go in and delete the rows since not everyone i work with understands database structure and can’t understand why the report seems to show duplicates.
Thank you so much for posting @CHupperts
I wanted to share a Knowledge Base article that directly walks through your issue and offers a workaround:
Additionally, I’m tagging a few community experts who may be able to share further insights. Hey there, @colinwitt , @danmoyle , and @RubenBurdin .
I hope you’re having a great week! Any thoughts here?
Thanks!
Victor
Thank you! I’ll dig into the info you shared
Hi @CHupperts,
As far as I know, no, there’s currently no such option. Other users have however requested this before in the ideas section of the community: https://community.hubspot.com/t5/HubSpot-Ideas/Exporting-Summarised-Data/idi-p/1118678
The product team reviews these requests based on popularity, so I’d recommend commenting and upvoting.
As far as workarounds go, those depend on what you exact goal is. Repeatedly exporting information from HubSpot as flat files is typically a sign that processes are either working around HubSpot or not integrated sufficiently.
If you want to make data available in a summarized way to certain users, you could for example simply set up recurring report emails: Share or export reports and dashboards
If it must be exported and consumed outside of HubSpot in an Excel, you could prepare a file where you dump the unsummarized data in one “raw data” worksheet, then prepare another worksheet which takes care of summarizing it according to your needs using formulas. That way, you’ll only ever have to copy and paste the entire export into one worksheet.
Have a great day!
Confirming what @karstenkoehler laid out here @CHupperts (welcome to the Community BTW!). In my experience so far, there’s not currently a way in HubSpot to export only the summarized/aggregated view of a report; exports of reports are still “unsummarized” row-level data.
I’ve seen folks use the Excel/Google spreadsheet workaround. And if you’re goingto add your use case to the ideas forum Karsten shared, definitely add as much detail in there to help show why this feature would be important.
So i may have stumbled on a workaround. i tryed exporting the file again as a CSV instead of an XLS. the download produced a zipped file with two CSV files. one was raw data, and one was summarized. The summarized file matached the hubspot report, so it was exactly what i needed. not sure if this works for all instances, but for now, I will use this method.
@CHupperts that’s great to know!
Oooohhh looks like you found an interesting workaround @CHupperts - I hope that continues to work for you!
If this doesn’t cont. to work, you could try a few things:
1. Use a Single Object Report if possible
Switching to a simpler report type coule reduce the duplication caused by joins (e.g., Contacts + Deals + Activities). Super aware this might not be possible!
2. Create a Custom Report With Aggregation Fields
If your use case allows, you can add summary fields (count, sum, average) and remove unnecessary joined objects. But the export will still usually be row-level.
3. Summarize in a spreadsheet automatically
Instead of deleting rows every time, you can:
- Sync the data into Google Sheets or Excel using a tool like Coefficient from the HubSpot marketplace (I do work here so always happy to help!)
- Create a pivot table / chart / visualization that summarizes exactly how you want (count by owner, sum by stage, etc.) - our AI sheets assistant can help here
- Share only the summarized tab with your team
The benefit is you build the summary logic once and it auto-updates whenever your HubSpot data updates, so no more manual processes for sharing - even if they don’t have an HS seat. You can even use Slack / email alerts in Coefficient to automatically deliver this data on a cadence.