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]

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.