Filter by keywords in notes

[ESOL-Hub]

Hi there

HubSpot's chat advisor wasn't able to help with this so I'm hoping someone in the community can. We're existing users of HubSpot and want to be able to filter contacts by certain keywords in their notes. 

I'm going to Contacts/ >> Filter >> Contains Exactly

And then adding in either the full sentence that i've added to certain contacts' profiles or just a 2-3 word string from the sentence.

In both cases no records are being shown.

Can anyone help? Does this feature even exist?

Look forward to hearing from you.

thanks

Laura 

[karstenkoehler · Accepted solution]

Hi @ESOL-Hub,

If you want to filter for keywords in notes, you need to create an active contact list under Menu > Contacts > Lists. In a contact list, don't filter for Contact properties but for Activity properties. Under Activity properties, you can set a filter for 'Note body'.

Let me know if that works for you!

[LHanken]

I was searching this very issue, but there is no activity field to filter called Note Body

[APakarinen]

Hello,

I want to have a quick filter in my customer service pipeline, where to filter all the tickets im mentioned somewhere. Im mentioned usually in notes - part of the tickets. Advanced filters -> all conversation mentions does not work atleast not if im mentioned in notes part of the ticket ???

[ESOL-Hub]

Brilliant. This works! Thank you so much 🙂 (I'm chair dancing right now)

[Syeda_Fatima]

Hey @ESOL-Hub, Yes, filtering contacts by keywords in their notes does exist in HubSpot. It sounds like you are on the right track, but you may need to check a few things to ensure that the filter is working correctly.

First, make sure you are using the right syntax when adding the keywords. It is important to use quotation marks around the keywords if they are a phrase, as this will ensure that HubSpot searches for the exact phrase.

Second, make sure the notes you are trying to filter by have been saved in the contact's profile. If they haven't been saved, then HubSpot won't be able to find them.

Finally, if you are still having trouble, try using the Advanced Filter option to narrow down the search. You can use multiple parameters to narrow down your search, such as the date range of the note or the contact's location.

I hope this helps!

[ESOL-Hub]

Hi Syeda

I really appreciate your reply but I'm still not sure it's working. Or I'm doing something wrong!

The sentence of text I'm searching on is:

Invited to initial assessment standardisation working group - end Jan/early Feb 2023

As you've suggested, I've pulled out both 2-3 adjascent words from this sentence, e.g. "initial assessment", or the entire sentence, but there are no records appearing. 

I've since received Karsten's reply above though which does seem to work.

Thank you for your help anyway.

all the best

Laura