Using the custom report builder, I’m trying to get a list of forms submitted by contact by company, which I am filtering for my highest ‘score’ companies by owner.
I want to end up a table something like:
Company - Company Owner - Contact - Form Date - Form Name
I can’t seem to locate where a form being downloaded sits in the data model - it’s not clear if it’s hidden under the Marketing Events data source somewhere (It’s not under Sales - Activities (which has emails, notes, etc))
This is an awesome use case, but it’s tricky to get to this level of form reporting in HubSpot.
Individual, form-specific submissions are tied to the contact. If you need to see the specific forms that a contact (or a group of contacts under a company) submitted, the contact/company record is the best way to go. As far as I understand, there isn’t a way to report on the stream of individual form submissions for all contacts at a particular company.
That said, you do have some additional form reporting options:
You can use the “Number of form submissions” company property to see how many total forms have been submitted by contacts associated with that company (this will not tell you the specific forms though)
You can use the “First conversion date” or “Last conversion date” company property to see when a conversion was first or last recorded by any associated contact
You can use the “Number of form submisions” contact property to see the total number of form submission from that specific contact record
You can use the “Number of unique form submissions” contact property to see the total number of unique forms submitted from that specific contact record
That’s about the extend of HubSpot’s aggregated form submission reporting. Those should be metrics that you can use to gauge which contacts/companies seem most engaged based on the number of form submissions.
If you want to include individual form submission tracking in your reporting, you’ll need to create a custom workaround. That can look like:
Creating a multi-select contact/company property called something like “HubSpot Forms Submitted” with each of your forms as a checkbox option
Creating workflows that will append that property with the respective form value when a contact submits that specific form (you’ll need to create this workflow for every single form)
If you need the specific form submission date, you can also potentially create a date property for every single form (i.e., “Date [Form Name] Was Submitted”) and include a date stamp step in the same workflow
You can then layer any custom form properties into your reporting
That’s a lift for sure, so think about the form submissions that really matter to you. A pro tip is to use a naming convention in your forms. For example:
Include “Contact” in the form name for contact forms
Include “Demo” in the form name for demo forms
Include “eBook” in the form name for eBook downloads
If you follow that standardized naming convention, you can more easily aggregate form submissions for a specific type of form. You can use “Recent conversion” contains any of “[Naming Convention]” to pull in submissions across multiple forms with the same offer type. You won’t be given the specific forms that were submitted in this method, but you will be able to identifty contacts/companies that have specific conversion types.
Thanks so much for taking the time to set this out. It’s a shame something simple isn’t available out of the box, but your post gave me some ideas to get started.
Building on a couple of points :
- we already set a property [System Lead Processing Flag] which to ‘true’ on a contact each time we process an inbound form submission. The flag is cleared after the submission has processed.
- I created a new workflow which enrols / re-enrols a contact each time that flag is set to true. At the time of enrolment [recent conversion] and [recent conversion date] now carry the name and data of the form submission. So I can pre-pend those properties onto a new property which contains basically just a text list of conversions and date [rolling list of conversions]
- it’s all done as multi-line text for now, so not great structured data, but (once I’ve backfilled it), nonetheless massively helpful, as the report is more of an ‘at a glance’ thing anyway, to quickly inform the company owners on who has been downloading what and when
So my output becomes:
Company - Company Owner - Contact - [Rolling List of Conversions]
