Report: Last Activity Assigned to Me

[AKD1]

Hi All,

I am a CSM looking to create a report based on the following criteria:

1. All Companies where I am the CSM - Including where there is both activity and no activty by me.

2. Last Activity Created by Me: Call OR Email OR Meeting

3. One Line Item per Company

4. No Future Dates

I am new to my role and need to know which companies I have and have not contacted.

I would be most grateful if someone could help me to build this report, I have been trying to do it for days.

TIA!

[karstenkoehler · Accepted solution]

Hi @AKD1,

I'm not sure I follow the criteria exactly.

1. This one is clear - you would simply filter for "Company owner is [you]" or if there is a dedicated CSM owner property use that.
2. HubSpot is currently not capable, at least not that I know of, to check who created / is assigned to the last activity. You can check if there is activity from / by you on a company record but not whether it was the last touchpoint.
3. Can you please elaborate on that? How would a line item relate to you?
4. Can you please elaborate on that? What is the date referring to exactly?

If you just want a list of these companies, you can create a company segment: https://knowledge.hubspot.com/segments/create-active-or-static-lists

When you click "Add filter", you can filter for the owner directly. To check if the company has, for example, an associated meeting created by you or assigned to you, use the dropdown at the top.

Best regards

Moderator note: While this solution may not address the original poster’s specific situation, it could be helpful for other community members facing similar challenges.

[danmoyle · Accepted solution]

Welcome to the Community @AKD1.  As I understand HubSpot from my years of using it, it can't currently give you a single native report that shows “Last activity by me (call/email/meeting)” per company while also including companies with no activity by you.

HubSpot’s default “Last activity date” and “Last contacted” properties are not user‑specific, so they roll up all users’ activities, not only yours.​ The activities object can be filtered by “Activity created by is any of Me” and by activity type, but when you report on activities you will always see 1 row per activity, not 1 row per company.​ And as far as I know, there's no built‑in “Last activity by specific user” property at the company level, which is why your current report returns three rows for Company A and cannot easily collapse to just the latest row per company. 

You could do some custom admin work and create custom company properties for “Last CSM activity date” and “Last CSM activity type."​ Then you could build a workflow that kicks off when an activity is created where “Activity created by is CSM” and type is Call/Meeting/Email. You'd then have the workflow stamp those properties on the associated company with the activity’s date and type.

Once that exists, you can build a company‑based report with:

• Filters: “Customer Success Manager is Me," “Last CSM activity date is on or before today OR is unknown.”
• Columns: Company name, Last CSM activity date, Last CSM activity type.

The report should include one row per company and your latest qualifying activity per company (or nulls for companies you have never contacted).

I looked into why companies with no activity are hard. Here's what I found in a few Community posts (using AI for the research).

• Reports whose primary object is Activities inherently exclude companies with zero activities, because there is nothing to join on.​
• To include “no activity” companies, your primary object must be Companies or a company list, and then you either:
  • Show a general “Last activity date” (not user‑specific), or
  • Maintain your own “Last activity by CSM” properties via workflows as described above.​

So from what I can tell, a lot of CSM teams out there using HubSpot either adopt the custom‑property + workflow pattern or run the activity report plus a “no‑activity company list” side‑by‑side to know which accounts still need outreach.​ Hope that helps! 

[AKD1]

Hi @karstenkoehler,

Thank you for taking a look at my query.

I feel that Hubspot simply cannot generate the report I am after, but to clarify; I would like to see a report that shows all companies assigned to me as the CSM filtered by 'Last Activity by Me' and 'Activity Type' including Companies with No Activity by Me.

 

I would like to see last call OR email sent OR meeting and 'Activity Created By - Me', as well as companies assigned to me that do no have activity by me.

As far as I can see, when I create a report showing companies assigned to me, last activity by me, activity type call, email, or meeting, the report will show (for example):

Company A - Email Sent - 01/12/25 - By: Me

Company A - Meeting - 01/01/26 - By: Me

Company A - Call - 10/12/25 - By: Me

This is showing call AND email sent AND meeting, the meeting was also future dated, and there are three line items. 
Black = Different Companies

Matching Colour = Same Company

I would like to see: Company A - Call -10/12/25 - By: Me because this is the actual Last Activity by me.

Furthermore, if I had not contacted Company B this entry would be excluded from my list.

Ideally, Company B would be included but have null data for Last Activity so I know I still need to contact them.

Does this make more sense?

Again, very grateful for your assistance.

[BérangèreL]

Hi @AKD1 and thanks for getting back to us!

I understand that you'd like to have a report on the "last activity by me", including companies with no activity. Please let me know if that's not the case.

Have you looked at using custom properties to track the "last activity by me"?

Here are some resources that might be of interest:

- Create reports with the custom report builder
- Create and edit properties

I'd love to put you in touch with our Top Experts: Hi @karstenkoehler, @AKettula and @danmoyle can you think of a workaround to help @AKD1, please?

Thanks so much and have a wonderful weekend! 🤗
Bérangère

[karstenkoehler · Accepted solution]

Hi @AKD1,

I'm not sure I follow the criteria exactly.

1. This one is clear - you would simply filter for "Company owner is [you]" or if there is a dedicated CSM owner property use that.
2. HubSpot is currently not capable, at least not that I know of, to check who created / is assigned to the last activity. You can check if there is activity from / by you on a company record but not whether it was the last touchpoint.
3. Can you please elaborate on that? How would a line item relate to you?
4. Can you please elaborate on that? What is the date referring to exactly?

If you just want a list of these companies, you can create a company segment: https://knowledge.hubspot.com/segments/create-active-or-static-lists

When you click "Add filter", you can filter for the owner directly. To check if the company has, for example, an associated meeting created by you or assigned to you, use the dropdown at the top.

Best regards

Moderator note: While this solution may not address the original poster’s specific situation, it could be helpful for other community members facing similar challenges.