properties for templates

[ctkitchen]

Hi I am on the free version, using a PC and google chrome.

Setting up a simple email template and running into snags. 

Somehow we have duplicated properties i.e. first name. I would like to a) identify those duplicate properties b) identify where they are used and switch to existing HubSpot property c) ensure this does not happen again.

Any suggestions appreciated. 

Thanks. 

Chris

[ConnorSlivensky · Accepted solution]

I'm a tad confused on exactly what is being duplicated? Are you saying you have a custom property for the first name and then realized HubSpot has that covered?  Or is this contacts putting Connor,Connor as their name? 

If it's the first case I would just go into the settings ad under properties filter to the created by Hubspot ones and go through that list. (Where possible it's usually better to use HubSpot's properties as they occasionally have added integrations.) Then create your list of what's missing and go from there. You can also do the reverse to quickly find yours you need to delete.

If it's the second case then it's a data problem and there's no easy fix for that. Ops Hub has helped in that regard a lot but it's still fairly new and people are just figuring out use cases. HubSpot has some good content on it they did with @ConnorJeffers over at Aptitude8 if you want to check it out.

[ConnorSlivensky · Accepted solution]

I'm a tad confused on exactly what is being duplicated? Are you saying you have a custom property for the first name and then realized HubSpot has that covered?  Or is this contacts putting Connor,Connor as their name? 

If it's the first case I would just go into the settings ad under properties filter to the created by Hubspot ones and go through that list. (Where possible it's usually better to use HubSpot's properties as they occasionally have added integrations.) Then create your list of what's missing and go from there. You can also do the reverse to quickly find yours you need to delete.

If it's the second case then it's a data problem and there's no easy fix for that. Ops Hub has helped in that regard a lot but it's still fairly new and people are just figuring out use cases. HubSpot has some good content on it they did with @ConnorJeffers over at Aptitude8 if you want to check it out.

[karstenkoehler]

Hi @ctkitchen,

The best way to get an overview of properties is by exporting them under Settings > Properties > Export all properties. In an Excel file, you can get a quick overview of duplicates and then go back and consolidate them in the tool. (Since you're on the free version of HubSpot, consolidation means that you have to export all contacts, merge the two columns and re-import the contacts. In a Professional or Enterprise portal, workflows could be used for a quick solution.)

If you want to lock down property creation, this can be achieved with HubSpot user permissions. Under CRM Tools, there is an option called Edit property settings. Disable it for your users and they won't be able to create any properties anymore.

Let me know if you need more specific help on anything that I wrote.

Hope this helps!

[ctkitchen]

Hi Karsten,

Thank you for the speedy response.  If I export and reimport my contact then, it is my understanding, I will loose my historical data. 

I need to know where the duplicated properties are being used so I can change them.  I think it may be a form issue but not sure how to track.

Thanks.

Chris

[karstenkoehler · Accepted solution]

Hi @ctkitchen,

When you navigate to the Settings > Properties, you can find and click on the property and you'll see a breakdown of where the duplicate is being used.

If I understand you correctly, you have a First name property (the default system one) and users have also created their own first name properties. If you want to consolidate these two, you'd have to export your contacts and devise a logic as to whether the default system property is the "source of truth" or whether you're only copying over the first name value of the duplicate properties in case the system default First name is empty. This would be done entirely in Excel, since you can't leverage HubSpot workflows for this in the free version.

If I'm understanding your query incorrectly, I'm all ears for more context. Happy to help!

[ConnorSlivensky]

Hey Chris,

You can go to the properties in settings and they will say say "Used in" and break it down by Workflow,Email etc, and then name the specific assets that you can click through to. It should make deleting properties fairly easy.