Cannot search contacts or companies in task

LPM
Occasional Contributor

The tasks feature is useful in sending reminders, however if you try to search for an associated property like contact, deal or company, it returns nothing. 

 

I have complaints from people about finding tasks specific to a company or contact and it's putting people off using this feature a lot. 

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Regular Advisor | Gold Partner | HubSpot Certified Trainer

Hi @LPM,

 

You should be able to search for a contact or company as long as it is associated with a task. 

 

This worked for most of the contacts or companies I searched for, however there were some instances when it did not return a result when searching for a company, even when the company was associated. So from what I can tell, the functionality exists, there just may be some glitches. 

 

Search-Tasks.PNG






Josh Curcio
HubSpot Gold Partner
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LPM
Occasional Contributor

The name you searched is in the title of the task, that's why it appeared.

Screenshot (11).pngScreenshot (12).png

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Regular Advisor | Gold Partner | HubSpot Certified Trainer

Here's an example in which it is not in the title. I used company name. 

Search-Tasks-2.PNG






Josh Curcio
HubSpot Gold Partner
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LPM
Occasional Contributor

Is it in the task description?

 

That property is still index in the search.

 

I'm pretty certain that they didn't build in search for associated objects.

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Regular Advisor | Gold Partner | HubSpot Certified Trainer
 





Josh Curcio
HubSpot Gold Partner
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Esteemed Advisor


2000px-Ok_sign_font_awesomeDoes my post help answer your question?

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Q: Cannot search contacts or companies in task

 

Short A: HubSpot Task search works very differently from Contact and Company search. Task search returns results based mainly on task TITLE and task NOTES.

hubspot-tasks-search-1000x500-v01.png 

Longer A:

While the following kb article clearly describes how to create and setup tasks it's completely devoid of any instruction about searching tasks.
- see How to use tasks

Let's do a few searches on the following tasks to see how results are returned. The rationale for the results returned is also shown. (see image)

hubspot-tasks-search-tasks.png

 

Search #1: Frank
Result #1: Call Frank Johnson at MFJLabs about new template
Rationale: The term "Frank" appears in the task title.

hubspot-tasks-search-result1.png

 

Search #2: HubSpot
Result #2: Camp Bow Wow
Rationale: The term "HubSpot" appears in the task notes.

hubspot-tasks-search-result2.png

 

Search #3: Example
Result #3: (no results returned)
Rationale: The term "Example" does NOT appear in either the task title or notes.

hubspot-tasks-search-result3.png

 

Search #4: MFJLabs
Result #4: Call Frank Johnson at MFJLabs about new template
Rationale: The term "MFJLabs" appears in the task title.

hubspot-tasks-search-result4.png

 

Search #5: your country
Result #5: (all results returned)
Rationale: The term "your country" appears in the task notes for all tasks.

hubspot-tasks-search-result5.png


Tip: Something to remember about tasks.
HubSpot is a contact-centric CRM, so tasks will always appear in the task list to be associated with a CONTACT even when other associations exist e.g., Company or Deal.

 

 

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Your Remote HubSpot Partner

www.MFrankJohnson.com

 

Please include @MFJLabs if you'd like me to respond.

LPM
Occasional Contributor

Yes I understand all this, but the issue still remains the same. Users cannot search for the contact or companies they associated to the tasks.

 

This is quite a nuisance and although I understand since it's not on the record itself, it's difficult to search for as it's a separate entity. However, it's something they've already implemented in Deals (filter -> associated companies -> is equal to) so it shouldn't be that difficult in adding this feature to tasks.

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Esteemed Advisor

While a bit clunky, the solution is to include personalization tokens in either the Task Title, Task Notes, or both -- e.g., Company Name, Contact Name, etc.. This is usually accomplished in a workflow based on other engagement factors. (see image)

hubspot-tasks-auto-personalize-in-workflow.png

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LPM
Occasional Contributor

Not really a solution as these tasks aren't automated. These are ones the sales person puts in themselves.

 

I cannot control what people enter in their own tasks, but I do request that they do associate the correct companies and contacts for record's sake. However, this is rendered quite ineffective due to the lack of search features. 

 

The users are all sales people who enter titles and descriptions quickly and often times with spelling mistakes. Only an absolute value like a contact or company record would suffice.

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Esteemed Advisor


2000px-Ok_sign_font_awesomeDoes my post help answer your question?

Help the Community by marking it as SOLVED

 

 

While the offered solution may not fit your specific use case, it is clearly a solution currently available within the HubSpot tasks framework.

 

To suggest a lack of control over the data sales people enter into any system specifically designed to empower them seems a bit reductive. The vast majority of sales people we've worked with on HubSpot are more than willing to 'play by the rules' once they're advised what those rules are and how the system helps them close more deals.

 

In fact, I'd be willing to wager that most members of the sales team would welcome such a workaround if it answered the original query in this thread -- "how to search contacts or company's in tasks"!

 

You now have a currently available solution in your possession. Your move.

 

Good luck on your projects.

 

(no longer monitoring this thread)

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Your Remote HubSpot Partner

www.MFrankJohnson.com

 

Please include @MFJLabs if you'd like me to respond.

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LPM
Occasional Contributor

Not quite "My move" as you put it there.

 

This is a large client with dozens of sales people. All their tasks were migrated from Salesforce, which allowed the search of companies and contacts within their tasks.

 

Through multiple requests and warnings issued before, they still enter their tasks as something like "Call them" or "Email them". Again, I cannot control what they do,  I am merely a 3rd party.

 

Also your solution wouldn't work here as again, these tasks aren't meant to be automated. Leads and new companies are created all the time in this company and they don't necessarily need to be interacted with. It's up to the sales person how and who they decide to pick up, and also set their own dates.

 

The main reason the users wants to search for companies/contacts is to:

  1. Go through old notes on the lead (maybe before a call)
  2. Find the last time they interacted with the lead, to see if there was a chance of re-engagement
  3. Remind themselves why they abandoned the lead 

This can all be solved if hubspot inserts a search option for this, but alas I think I'll have to tell them to just go find the company/contact record and check the tasks from there.

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