Exporting Form Submissions Weekly

[Jenn-ASAE]

Hi everyone! I'm looking for a way to export form submissions weekly so I can share them with our sales team. There doesn't appear to be a way to do this that I can tell, but maybe I'm missing something?

Currently, it looks like we can only:
1) send one-off submission notifications to specific users 

2) manually export submissions by date range, download and email 

[karstenkoehler · Accepted solution]

@Jenn-ASAE HubSpot is still working on a forms submission data source. Until this is introduced, yes, multiple submissions are "flattened" on the contact object. The only way around this that I'm currently aware of would be creating a custom object for form submissions.

[HybitHi · Accepted solution]

I belive this can be solved with some coding, using this API endpoint:
https://developers.hubspot.com/docs/reference/api/marketing/forms/v1#get-submissions-for-a-form

It would require a bit of dev work.

[karstenkoehler · Accepted solution]

Hello @Jenn-ASAE,

Good news: There is now a public beta under Settings → Product updates → Build Custom Reports on Form Submissions.

Once you build a report on form submissions, you can easily export the report raw data (directly from the report builder) on a weekly basis. Let me know if you need any additional instructions here.

(No third party tools needed.)

Build Custom Reports on Form Submissions

What is it?

We are excited to announce the Public beta for supporting form submissions as a data source in the Custom Report Builder.

Why does it matter?

You can now build a variety of reports based on form submissions to understand how your forms are performing, slice and dice form submissions data and much more.

How does it work?

• Under custom report builder, select "Forms", "Form Submissions" and "Form Analytics" as the data sources. Also select other required data sources such as Contacts, Companies etc.
• Using the various data sources selected, pull the required fields.
• Apply the necessary filters
• Choose the appropriate chart types for your report.
• Break down the selected data as required.
• Now, you should see the report populated
• You can also add the reports your dashboards.

Below are some of the reports that you can build:

• Form submissions count over time
  • X-axis : Submitted on
  • Y-axis : Count of form submissions
• Data Sources to Select: Form Submissions(Primary), Forms
• Properties to select:

• Form submissions count for a form over time
  • X-axis : Submitted on
  • Y-axis : Count of form submissions
• Data Sources to Select: Form Submissions(Primary), Forms
• Properties to select:
• Filter by: Name(Form Name)

• Form submissions count grouped by forms over time
  • X-axis : Submitted on
  • Y-axis : Count of form submissions
• Data Sources to Select: Form Submissions(Primary), Forms
• Properties to select:
• Break down by : Name (Form name)

• Form submissions count for a form by page over time
  • X-axis : Page title
  • Y-axis : Count of form submissions
• Data Sources to Select: Form Submissions(Primary), Forms
• Properties to select:
• Break down by : Page title
• Filter by : Name(Form name)

• Form submissions count by source
  • X-axis : Visit Source
  • Y-axis : Count of form submissions
• Data Sources to Select: Form Submissions(Primary), Forms
• Properties to select:
• Break down by : Visit Source

• Form submissions count with specific submission value for a property
  • X-axis : Property of choice (Example: Favorite Coffee)
  • Y-axis : Count of form submissions
  • Break down by : Property of choice (Example: Favorite Coffee)
• Data Sources to Select:Form Submissions(Primary), Contacts
• Properties to select:

• Form submissions count by new contacts vs existing contacts across forms
  • X-axis : Name (Form Name)
  • Y-axis : Count of form submissions
• Data Sources to Select: Form Submissions(Primary), Forms
• Properties to select:
• Break down by : Visitor Type

• Count of Contacts created by form
  • X-axis : Name (Form Name)
  • Y-axis : Count of Contacts
• Data Sources to Select: Form Submissions(Primary), Forms
• Properties to select:

• Submissions from contacts with specific life cycle stage
  • X-axis : Lifecycle stage
  • Y-axis : Distinct Count of Email
• Data Sources to Select: Form Submissions(Primary), Forms
• Properties to select:
• Breakdown by : Lifecycle stage

• Conversion rate for forms over time
  • X-axis : Occurred Date
  • Y-axis : Form Conversion Rate
• Data Sources to Select: Form Analytics(Primary), Forms
• Properties to select:

• Form submissions Count by Brand
  • X-axis : Brands (from Contacts data source)
  • Y-axis : Count of form submissions
• Data Sources to Select: Form Submissions, Forms
• Properties to select:

• Form submissions Count by Campaign
  • X-axis : Marketing Campaign (from Forms data source)
  • Y-axis : Count of form submissions
• Data Sources to Select: Form Submissions, Forms
• Properties to select:
• Break down by: Submitted on (from Form Submissions data source)

Who gets it?

Content Pro, Content Enterprise, Marketing Pro, Marketing Enterprise, Ops Pro, Ops Enterprise, Sales Pro, Sales Enterprise, Service Pro, Service Enterprise

Have a great day!

[Jaycee_Lewis]

Thanks for sharing the product update, @karstenkoehler 🙌 

[h-recker]

You can do this really easily with Coefficient from the HubSpot marketplace. I'd recommend first creating a timestamp field on the contact level for the form and workflow to get that updated when the form submits.

Then, you can pull that contact form submission data with Coefficient straight into Google Sheets or Excel and set it to refresh automatically (hourly, daily, weekly). In addition, you could have the contact owner details in the import as well.

From there, you could even make a separate tab for each rep or just have them use filters on the import.

Coefficient also offers Slack alerts (and email), so you could set those up to go out automatically to each rep when new submissions come in, if you’d rather push them to reps than make them check a sheet. But, everyone is comfy with a list in their spreadsheet so it's completely up to what's best/needed for you and your reps.

[karstenkoehler]

@h-recker one suggestion: since you’re the Head of Growth Marketing at Coefficient, it might be good to add a disclaimer so readers know you’re affiliated with the company. That way, your recommendation is transparent.

[HybitHi · Accepted solution]

I belive this can be solved with some coding, using this API endpoint:
https://developers.hubspot.com/docs/reference/api/marketing/forms/v1#get-submissions-for-a-form

It would require a bit of dev work.

[karstenkoehler]

Hi @Jenn-ASAE,

Is your sales team working from HubSpot or from a third-party system?

If they are not working from HubSpot, here are the option I see:

• Send form submission notifications
• Export submissions on a regular basis
• Create a custom report based on "Recent conversion date", displaying contact name, details, and "Recent conversion" and set up a recurring email (e.g. daily or weekly): https://knowledge.hubspot.com/dashboard/email-or-export-reports-and-dashboards
• Use a third-party tool like Zapier or Make to push new form submissions into an Excel or Google Sheet: https://knowledge.hubspot.com/integrations/how-to-use-zapier-and-hubspot

If they are working with HubSpot, in my opinion, a saved filtered view is the best option: https://knowledge.hubspot.com/records/create-and-manage-saved-views

This filtered view could filter again by recent conversion date, display relevant contact details and sort by recent conversion date.

Best regards!

[Jenn-ASAE]

Thanks @karstenkoehler for the multiple options, your response is super helpful. Our sales team does have access to HubSpot, so I think the filtered view will be our best option.

We did try the custom report, but the criteria in the report is based on the most recent conversion date on the contact record, which changes with ANY form submission, not just the form included in our filter. We could not figure out a way around this. Any thoughts there welcome!

[karstenkoehler · Accepted solution]

@Jenn-ASAE HubSpot is still working on a forms submission data source. Until this is introduced, yes, multiple submissions are "flattened" on the contact object. The only way around this that I'm currently aware of would be creating a custom object for form submissions.

[Shae_Taylor]

Hi @Jenn-ASAE 

The two ways you listed are correct ways of giving your sales team an exported list of form submissions. 

You can always create a list with specific filters to avoid needing to change the date every week to export the list. 

• Create an active list>Form submission>has fill out [your form name] 
• Set the date range to be "last week" or "this week"
• Update the data columns to show the same properties from the form to view the information quickly. 

This way you don't have to reset the dates every week. 

Creating a list could also replace the need for exporting if you allow your sales team to view this list. 

I hope this helped! If you have any other questions, let me know! 

[Jenn-ASAE]

Thanks @Shae_Taylor ! I didn't think of this, will definitely play around with it. I do wish I could automate the export, but making the list dynamic definitely helps.