Exporting Notes

[Spfeffer]

Is there a way to export notes/tasks, etc. from Hubspot? I know you can export the column of properties, but can I also extract the notes? Thank you! 

Stacie

[karstenkoehler · Accepted solution]

Hi @Spfeffer and everyone,

HubSpot has silently introduced options that allow for exporting notes more easily:

1. Navigate to the contact index page (Menu > Contacts > Contacts) or any other object's index page
2. Click Edit columns
   
3. Find the Contacts -> Notes column
   
4. Confirm, then Export your view
   

In the export file, you should find a column containing notes, separated by semicolon if there are multiple ones. Individual notes seem to be capped at 500 characters.

If notes are longer than 500 characters, workarounds are the following:

• Third-party integrations, such as Ultimate Data Export
• Custom solutions based on the HubSpot Engagements API
• Creating a custom report (Professional or Enterprise required) and export report

There is also a thread on this topic in the HubSpot Ideas section of the community. I'd recommend upvoting this thread and leaving a comment with your use case.

Best regards!

[RCappello-Mal]

Hi,

I followed the instructions for exporting notes but I noticed the actual words of the notes were not present but there is a number there?

[Roselen]

Although this thread may be dated, if anyone comes across the same question, I have a helpful workaround to share. You can create a custom report that includes the following:

• Object's unique identifier (eg email address of contacts or company domain name of companies)
• Note body
• Activity created by
• Activity date
• Plus other properties you need

You can add filters to make sure your report shows relevant records only. Eg: include only those that have note body and email address. Once you are satisfied with your report, proceed to export it.

We have a more detailed process here if anyone's interested. Just ignore the part about importing to HubSpot: https://www.xenkb.com/how-to-export-notes-from-one-hubspot-portal-and-import-on-another

[EKwong2]

is custom report a paid feature?

[Roselen]

Yes, it is available on Pro or Enterprise Hubs only per this HubSpot KB: https://knowledge.hubspot.com/reports/create-custom-reports

[JMcMahon2]

In case anyone else has this issue down the line... I was able to extract notes by using Ultimate Data Export.

Your notes/meetings/tasks will be in the engagement files.

[66]

Can I export notes with the contact records

[markkofman]

Yes, that would work with Import2 Wizard and here is a short video explaining how it works - https://www.youtube.com/watch?v=KiBf0si00DU

[MFrankJohnson]

Q: Exporting Notes

Short A: Not via 'export'.

Longer A: If anyone can do it via the API the guys at Import2 can. And, they'll give you a head's up on any gotcha's BEFORE starting your export/migration.

That being said, clients with fewer than a few thousand contacts typically opt for the workaround -- keep a free version of HubSpot CRM running and link to specific contact records from your new system, so you can still tie old notes to contacts.

[markkofman]

One of the import2 guys here 🙂

We have recently launched https://wizard.import2.com that allows you to export contacts, companies, deals, emails, tasks, meetings, calls, etc

You can use it for free for files with less than 1,000 rows

[SBrown52]

Would this include images from notes?

Thanks!