Customize Quick Filters in HubSpot for Faster Record Management
Customizing quick filters in HubSpot helps your team surface the most important records in seconds, so you can review, segment, and act on your data without building a new view every time.
This guide walks you through how to configure quick filters on record indexes, which users can edit them, how they behave with saved views, and best practices for staying organized.
What Are Quick Filters in HubSpot?
Quick filters are preset filter chips that appear at the top of your object index pages (such as contacts, companies, deals, and tickets). Instead of manually adding filters every time you open a view, you can click one of these chips to instantly narrow down the records shown.
On most object indexes, you will see these quick filters just above your table of records. They can be based on object properties, owners, dates, pipeline data, lifecycle stages, and more, depending on the object type.
Where Quick Filters Appear in HubSpot
Quick filters show up on the index pages for records in your CRM. They typically appear:
- At the top of the record table, next to the view selector
- As clickable chips that toggle on or off
- Alongside other filters and view controls already in your HubSpot account
When you select a quick filter, HubSpot automatically applies the associated filter criteria to whatever view you are currently using.
Who Can Customize Quick Filters in HubSpot
Not every user can customize quick filters. Permissions are controlled at the account level, so you should confirm that you have the right level of access before trying to adjust them.
In most accounts, quick filters can be customized by users who:
- Have permission to edit default views or object settings
- Can manage properties and pipeline configuration
- Have admin access for the relevant objects in HubSpot
If you cannot see options to edit or configure quick filters, contact your HubSpot administrator to request the necessary permissions.
How to Access Quick Filter Settings in HubSpot
To customize quick filters, you need to start from the correct index page. Follow these general steps:
- In your HubSpot account, navigate to the main navigation bar.
- Hover over or click the relevant area, such as Contacts, Sales, or Service.
- Select the object you want, for example Contacts, Companies, Deals, or Tickets.
- Once on the index page, look for the quick filters row above the table.
Depending on your access, you may see options such as a settings icon or a customization menu that lets you change quick filters for that object.
Steps to Customize Quick Filters in HubSpot
The exact labels may differ slightly depending on your account and product updates, but the process generally follows these steps:
- Open the object index
Go to the index page for the object where you want to update quick filters, such as the contacts index.
- Locate the quick filters area
At the top of the table, identify the existing filter chips. These represent your current quick filters.
- Open the quick filter configuration
Click the customization option near the quick filters. This could be an icon, a dropdown, or an edit button labeled for managing filters on that page.
- Add a new quick filter
In the configuration panel, choose the property or criteria you want to use.
Common examples include:- Owner or team
- Lifecycle stage
- Deal stage or pipeline
- Ticket status
- Create date or last activity date
Set the filter condition (for example, Deal stage is Closed Won or Lifecycle stage is Customer) and save it as a quick filter.
- Reorder your quick filters
Drag and drop, or use up/down controls, to arrange your quick filters so that the most common ones appear first. HubSpot will then display them in this order on the index page.
- Remove or disable unused quick filters
If some quick filters are no longer relevant, remove them from the configuration so they no longer clutter the top of your record table.
- Save and confirm changes
Apply your changes and refresh the index page if needed. Your updated quick filters should now display as clickable chips for that object.
How Quick Filters Interact With Views in HubSpot
Quick filters work alongside your saved views, letting you fine-tune what you see without creating a new view each time.
Using Quick Filters on Default Views in HubSpot
When you are on a default view, selecting a quick filter temporarily adjusts the records shown while you stay on the same view. This helps you:
- Drill down into default lists with one click
- Test different filters without saving new views
- Quickly return to the unfiltered default by clearing the filter
Using Quick Filters on Custom Views in HubSpot
If you are using a saved custom view, applying a quick filter adds that condition on top of the existing filters for that view. This is ideal when you want to:
- Temporarily narrow a segment to a specific stage or status
- Quickly check a particular owner’s records inside a complex view
- Test extra criteria before permanently editing the view filters
When you clear the quick filter, HubSpot returns you to the underlying view’s original filters.
Best Practices for Quick Filters in HubSpot
To get the most value from quick filters, standardize how your team uses them across your CRM.
Align Quick Filters With Your HubSpot Processes
Quick filters should reflect your core processes, not every edge case. Consider focusing on:
- Key lifecycle or pipeline stages for your sales and service teams
- Priority segments, such as hot leads or open tickets
- Time-based filters like Created in last 30 days
By aligning filters with your actual workflows, HubSpot becomes easier for everyone to use consistently.
Limit the Number of Quick Filters
Too many options can slow users down. Aim for a concise, curated set of quick filters so that your team can quickly spot the options they need most often.
- Keep only filters that are regularly used across the team
- Remove outdated filters tied to legacy pipelines or campaigns
- Review and clean up filters whenever you change your processes
Train Your Team on Quick Filters in HubSpot
After customizing quick filters, make sure users know how and when to use them. A short walkthrough or internal guide can help:
- Explain what each quick filter is designed to show
- Clarify which filters apply to which teams or roles
- Show how filters interact with saved views and columns
Clear training ensures your HubSpot configuration actually drives adoption and efficiency.
Troubleshooting Common Quick Filter Issues in HubSpot
If quick filters are not working as expected, consider these checks:
- Permissions: Confirm you or your users have permission to view the underlying records and properties.
- Property changes: If fields were renamed, removed, or changed type, update quick filters to match the new configuration.
- View-specific behavior: Remember that existing view filters may limit what appears, even when a quick filter is added.
If the issue persists, compare your configuration against the official documentation at this HubSpot knowledge base article, or contact support.
Improve Your HubSpot Setup With Expert Help
Optimizing quick filters is one part of maintaining a clean and effective CRM. For a broader strategy covering data structure, automation, and reporting, consider working with a HubSpot-focused consulting partner.
You can explore additional CRM optimization and marketing operations services at Consultevo, which offers guidance on implementation, audits, and process design.
By thoughtfully configuring quick filters and aligning them with your workflows, you can make HubSpot faster, more intuitive, and more reliable for every team using your CRM data.
Need Help With Hubspot?
If you want expert help building, automating, or scaling your Hubspot , work with ConsultEvo, a team who has a decade of Hubspot experience.
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