How to Organize and Export Properties in Hubspot

Managing CRM data in Hubspot is much easier when your properties are organized, documented, and ready for export. This guide walks you through viewing, filtering, organizing, and exporting properties so your records stay accurate and your teams stay aligned.

Understanding Properties in Hubspot

Before you reorganize anything, it helps to understand what properties are and where you can manage them.

In your account, properties are the individual data fields that store information about:

• Contacts
• Companies
• Deals
• Tickets
• Custom objects (if enabled)

You can configure and export these property definitions from the properties settings area, not from the standard record exports. That distinction is important when you need documentation of your data model in Hubspot.

How to Access Property Settings in Hubspot

Follow these steps to open the property management area:

1. In your account, click the settings icon in the main navigation bar.
2. In the left sidebar, navigate to Properties.
3. At the top of the screen, choose the relevant object type, such as Contacts, Companies, Deals, or Tickets.

Once you select an object, you will see a full list of its properties, with details like label, internal name, field type, and group. This is the starting point for organizing and exporting property configuration from Hubspot.

Filter and Search Properties in Hubspot

When you work with large data models, quickly finding the right properties is critical. Use filters and search to narrow the list before you export.

Use the Hubspot property search bar

At the top of the properties table, you can search by:

• Property label
• Internal name
• Description text

Type a keyword and the table will update to show only matching properties, which is especially helpful when you are preparing a subset for export.

Filter by property characteristics in Hubspot

On the left-hand side, you can filter the property list by:

• Group – for example, Contact Information or Deal Information
• Field type – such as single-line text, dropdown select, number, or date picker
• Created by – HubSpot default vs. user-created custom fields
• In forms – whether a property is used in forms
• In reporting – whether a property appears in reports

Combining search and filters lets you locate exactly the configuration you want to review or export from Hubspot.

Organize Properties into Groups in Hubspot

Grouping properties is essential for keeping your CRM configuration clean and intuitive for users.

Create or edit property groups

To manage groups in Hubspot:

1. In the properties area, click the Groups tab or control (depending on your interface).
2. Create a new group to match your internal naming or data governance standards.
3. Rename or reorganize existing groups as needed to reflect how teams actually use the data.

Thoughtful grouping makes it easier for admins and end users to find the right fields on records and in forms.

Move properties between groups

To move a property into a different group in Hubspot:

1. Hover over the property you want to adjust.
2. Click the Edit option.
3. In the edit panel, locate the Group dropdown.
4. Select the new group and save your changes.

Repeat this process for related fields so that each group represents a logical, well-defined category of data.

Review and Edit Property Details in Hubspot

Before exporting, it is helpful to review property details to ensure your documentation reflects the latest configuration.

• Label: The user-facing name that appears on records and forms.
• Internal name: The unique identifier used in integrations and APIs.
• Description: Guidance for your team on how and when to use the field.
• Field type: Controls formatting and allowed values.

In Hubspot, you can open any property and update the description or other editable fields so the exported list becomes a valuable reference for admins, developers, and analysts.

How to Export Properties from Hubspot

Once your properties are organized and filtered, you can export them as a CSV file. This export contains property definitions, not the actual record data.

Steps to export property definitions

1. Open the properties page for the object you want to document.
2. Apply any search terms or filters you need to narrow the list.
3. At the top right, click Export (or the similar export control provided).
4. Choose your export settings if prompted, such as CSV format.
5. Confirm and generate the export file.

You will receive a CSV that includes key configuration elements for each property you selected in Hubspot, such as label, internal name, group, field type, and more.

Best practices for working with exported property data

After exporting from Hubspot, you can use the CSV file to support:

• Data governance: Maintain a central data dictionary for your CRM.
• Integrations: Share property internal names with developers and partners.
• Auditing: Track which fields are active, deprecated, or under review.
• Training: Give new team members a clear reference for required and optional fields.

Regular exports make it easier to review changes over time, especially when many admins work in the same Hubspot account.

Maintain a Clean Property Structure in Hubspot

Property exports are most useful when paired with an ongoing maintenance process.

• Schedule periodic reviews of property groups and descriptions.
• Identify unused or duplicate properties and plan consolidation.
• Align form fields and workflows with your standardized data model.
• Update your external data dictionary whenever you add or remove fields in Hubspot.

Strong governance helps prevent clutter and keeps your CRM reporting accurate.

Additional Resources for Hubspot Property Management

If you want the most precise, up-to-date interface instructions, refer to the official product documentation. The full guide to organizing and exporting properties is available in the HubSpot Knowledge Base here: organize and export properties.

For broader CRM strategy, optimization, and implementation support that complements your work in Hubspot, you can explore consulting resources such as Consultevo, which provides guidance on systems, integrations, and process design.

By routinely organizing groups, reviewing field definitions, and exporting property configurations, you keep your Hubspot account clear, scalable, and ready for accurate reporting across teams.

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