Export Notes

[Simoneponti89]

Hello,

I'm trying to find a way to export the notes from a Hubspot account and import them to another account.

I know It's possible to import the notes, otherwise, instead I can't find a way to export them.

Can someone support me?

Thanks

Simone

[karstenkoehler · Accepted solution]

Hi @Simoneponti89 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!

[Roselen]

Hi Karsten, thank you for this. Is there a way to use notes or associated notes in View filters? Eg If I only want to export contacts that have notes against them, can I do that? There may be workarounds but I don't there's a straightforward way to do this with Views.

[Roselen]

There's no straightforward way to do this but I found a workaround. We have a detailed process here if you're interested. Or see a summary of the process below.

Please note that you cannot import the activity timestamps; you can only include the date it was created.

Basically, what you'll do is to create a custom report, export it and import to another HubSpot portal. 

1. Create a custom report that includes the following information:

• 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

To ensure your report displays relevant records only, add filters, such as including only those with note body and email address. Once you are satisfied with your report, proceed to export it.

2. Review your exported sheet. 

• If 'activity date' includes the specific time, update the format to remove it. 
• Replace the name in the 'Activity created by' column with the user's email address. A simple 'find' and 'replace' will do the trick.
  eg: if the 'Activity created by' says Dharmesh Shah, replace that with dharmesh@hubspot.com

3. Import the sheet to HubSpot

[TiphaineCuisset]

Hi @Simoneponti89 

Thank you for reaching out!

There is no native way to export notes but I wanted to share with you this thread with an answer from @karstenkoehler that should help for a solution !

Hope that helps.
Have a lovely day,
Tiphaine.