How to import contacts with associate notes

[Zelkano]

Hi,

I was at a trade fair and used their lead scanning app in which you could take notes to each lead. They offer a spreadsheet export which I now want to import into hubspot. However, I cannot get the notes to be associated to my new contacts. I have a clean spreadheet with the correct titles for every field. In the import tools the note body is chosen properly for the right field. After the import, contacts and deals are created properly. However, the notes just vanish. They are neither in the deal nor in the contact to be found.

The Hub Bot told me that importing associated notes is not possible via the importer, only via the API. Is that true and I will have to enter all the notes manually to my deals, even though there is the option to import notes?

Thanks for your help!

[karstenkoehler · Accepted solution]

Hi @Zelkano,

Notes can be imported along with contacts, this is definitely possible.

Can you please share a screenshot of the mapping step during the import?

Would you have a screenshot of a note that was created from this import but doesn't have any associations? (This would be a bug.)

Were there any import errors? https://knowledge.hubspot.com/import-and-export/troubleshoot-import-errors

Have you made sure you're not looking at a filtered activity timeline on the contacts which might exclude notes? https://knowledge.hubspot.com/records/filter-activities-on-a-record-timeline?zorseWidget

Please also note that you can download an example import file after selecting the data sources:

Best regards

[karstenkoehler · Accepted solution]

Hi @Zelkano,

Since you're not updating deals (see the mapping warning), no note can show up in an existing deal – only new deals.

Have you checked for import errors?

You would see "orphan" notes by navigating to Menu → CRM → Contacts, then using the dropdown in the top left corner and change from Contacts to Notes.

[karstenkoehler · Accepted solution]

Hi @Zelkano,

Notes can be imported along with contacts, this is definitely possible.

Can you please share a screenshot of the mapping step during the import?

Would you have a screenshot of a note that was created from this import but doesn't have any associations? (This would be a bug.)

Were there any import errors? https://knowledge.hubspot.com/import-and-export/troubleshoot-import-errors

Have you made sure you're not looking at a filtered activity timeline on the contacts which might exclude notes? https://knowledge.hubspot.com/records/filter-activities-on-a-record-timeline?zorseWidget

Please also note that you can download an example import file after selecting the data sources:

Best regards

[Zelkano]

Hey Karsten,

Thanks for your fast reply!
Here is a screenshot of my mapping. Since I am not updating any deals, the notification about the missind deal ID is negligible. I have no import errors.

And this is how it ends up in HS. So standard view, no filters, all notes of the deal.

The contact is just as empty.

I cannot share a screenshot of the lost note, since I have no Idea where it ends up.

I am looking forward for your feedback on what I can improve to link the note to the contact.

Best regards!

[karstenkoehler · Accepted solution]

Hi @Zelkano,

Since you're not updating deals (see the mapping warning), no note can show up in an existing deal – only new deals.

Have you checked for import errors?

You would see "orphan" notes by navigating to Menu → CRM → Contacts, then using the dropdown in the top left corner and change from Contacts to Notes.

[Zelkano]

Hey @karstenkoehler,

I am creating new contacts, new deals and new notes. So all is from scratch. I want the notes to appear in the new deals and new contact.

The import succeeded without any errors.

I followed your path and there are no orphan notes. 

[karstenkoehler · Accepted solution]

@Zelkano in that case, I'd recommend reaching out to HubSpot support directly in-app, via email or chat.