How to Use a Hubspot Dataset in Workflows, Lists, and Reports

A well-structured dataset in Hubspot can power automation, segmentation, and reporting across your portal. By connecting a dataset to workflows, lists, and custom reports, you transform raw objects and properties into reusable building blocks for analysis and operations.

This guide walks through how to use a dataset inside Hubspot workflows, lists, and reports, and how to export the results for further analysis.

What is a Dataset in Hubspot?

A dataset is a reusable collection of data drawn from CRM objects, activities, and properties. It lets you define a curated view of your information once, then apply it consistently across reports and other tools.

In the data management area, you can:

• Select source objects (contacts, companies, deals, tickets, and more).
• Choose and transform properties into clean, standardized fields.
• Add filters to restrict the dataset to exactly the records you care about.
• Expose that dataset to reporting and automation tools.

Once created, a dataset becomes a shared resource other users can plug into their own assets.

Where You Can Use a Hubspot Dataset

After setup, the same dataset can be referenced from multiple tools, including:

• Single-object and custom reports.
• Workflows that rely on dataset-based properties or aggregations.
• Lists that use dataset fields as filters.

The advantage is consistent logic and calculations across your Hubspot portal, so teams work from one unified definition of your data.

Create and Prepare Your Hubspot Dataset

Before using a dataset in other tools, it must be built and saved in the data management area.

1. Navigate to your data management or datasets section.

2. Click to create a new dataset.

3. Select the primary object (for example, contacts, companies, or deals).

4. Add properties and any necessary calculated fields or aggregations.

5. Apply filters to narrow the records to your desired audience.

6. Save and name the dataset clearly so that others in your Hubspot account can reuse it.

Once saved, the dataset is ready to be used in analytics tools and later exported.

Use a Hubspot Dataset in Reports

Datasets are most commonly used as the data source for custom and advanced reports.

Selecting Your Hubspot Dataset in the Report Builder

1. Go to Reports > Reports in your navigation.

2. Click Create report and choose a custom or advanced report type that supports datasets.

3. When prompted to choose your data source, select Datasets.

4. From the list of available datasets, pick the one you created earlier.

5. Continue into the report builder, where the fields from the dataset are now available as dimensions and measures.

At this point, drag and drop dataset fields to define your chart, table, or visualization. Because the dataset centralizes filters and calculations, you keep reporting logic consistent across multiple assets.

Refining Hubspot Reports Built on Datasets

After selecting your dataset, you can refine your report by:

• Adding additional filters based on dataset fields.
• Adjusting chart types and visualization options.
• Creating multiple tabs or views based on the same dataset.
• Saving and sharing your report with specific users or teams.

If you ever update the dataset (for example, adding a new field or changing a filter), any report using that dataset will automatically benefit from the new configuration.

Use a Hubspot Dataset in Workflows

You can also use dataset-based fields inside workflows to drive automation.

Accessing Dataset Fields in a Hubspot Workflow

1. Go to Automation > Workflows.

2. Create a new workflow or open an existing one for the relevant object type.

3. In enrollment triggers, look for properties and fields sourced from your dataset (these appear alongside regular object properties).

4. Use those dataset fields as conditions to enroll records or branch logic inside the workflow.

This approach lets you design automation rules based on aggregated or transformed data that exists only in the dataset, not as standard properties.

Examples of Hubspot Workflow Use Cases

• Enrolling deals when a dataset field representing total deal value crosses a threshold.
• Routing tickets based on a dataset calculation of average response time.
• Notifying account owners when a dataset aggregation shows a sudden drop in engagement.

By building these operations on top of datasets, you keep your business rules centralized and easier to maintain over time.

Use a Hubspot Dataset in Lists

Datasets can also improve segmentation by making specialized fields available to your lists.

Adding Dataset Criteria to a Hubspot List

1. Navigate to Contacts > Lists.

2. Create a new list or edit an existing one (active or static).

3. Add a filter, then search for fields that originate from your dataset.

4. Choose operators (equals, greater than, contains, etc.) and values based on your dataset field.

5. Save the list to apply the new segmentation logic.

Because the dataset may contain transformed values or rollups, these lists can target more sophisticated segments than lists built on basic properties alone.

Export Data from a Hubspot Dataset

Sometimes you need to move beyond in-app reporting. Exporting data from a dataset lets you analyze it in external tools, share it with stakeholders, or integrate with other systems.

Steps to Export Your Hubspot Dataset

1. Open the dataset in your data management area.

2. Review and confirm filters, fields, and any aggregations are correct.

3. Locate the export option (typically available from a menu in the dataset editor or viewer).

4. Choose your preferred file format (for example, CSV or XLSX, depending on your account).

5. Confirm the export and download the file once ready.

After exporting, you can load the file into spreadsheets, BI tools, or external databases for downstream processing.

Best Practices for Hubspot Dataset Exports

• Export only the fields you need to keep files lean and easier to work with.
• Use consistent naming conventions in your dataset so columns are clear to external users.
• Document the filters and calculations applied in the dataset for accurate interpretation.
• Refresh and re-export regularly if stakeholders depend on up-to-date information.

Governance and Collaboration for Hubspot Datasets

Because datasets are shared resources, governance and naming are important.

• Use clear, descriptive names for each dataset, including object and purpose.
• Limit edit access to data specialists who understand your CRM structure.
• Provide documentation or internal notes describing filters and calculations.
• Train teams on how to find and select the correct dataset when building assets.

This keeps your Hubspot environment organized and prevents duplicate or conflicting datasets.

Additional Resources on Using Datasets in Hubspot

For official, step-by-step product instructions, consult the original documentation on how to use and export datasets in workflows, lists, and reports:

View the official dataset usage guide

If you need broader CRM and automation strategy support beyond the native documentation, you can also explore consulting and implementation resources from specialized partners such as Consultevo.

By combining well-designed datasets with thoughtful reporting, workflows, and lists, you can turn your Hubspot portal into a reliable source of truth that powers both analytics and automation across your organization.

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