Master Records in HubSpot: View and Filter Data Efficiently

Managing records effectively in Hubspot is essential if you want clean data, fast lookup, and consistent reporting across your CRM. This guide walks you through how to view, search, sort, and filter records so your team always finds the right information at the right time.

The instructions here are based on HubSpot's standard CRM tools for working with contacts, companies, deals, tickets, and custom objects.

Understanding Records in HubSpot

In HubSpot, a record represents a single instance of an object, such as a contact or company. Every record stores properties, timeline activities, and associations with other records.

You can manage records from:

• The object index pages (for example, Contacts or Companies)
• Associated records (for example, a company associated to a contact)
• Global search and filtered views

Working from the main object index pages gives you the greatest control over filtering, sorting, and bulk actions.

How to Access Records in HubSpot

You can open individual records or manage many at once from the object home screens. These are usually found in the CRM menu under Contacts, Companies, Deals, Tickets, and any custom objects.

Open a specific record in HubSpot

1. Navigate to the object you want to manage (for example, Contacts).
2. Use the search bar at the top of the table to search by name, email, or another key property.
3. Click the record name to open its detailed view, including properties and timeline.

From the record view, you can edit properties, review activities, and manage associations.

Use the records table in HubSpot

The records table (index view) is where you can see many records at once and perform bulk actions. On this screen, you can:

• Customize visible columns
• Sort by single or multiple columns
• Apply filters to narrow your results
• Save filtered lists as views for future use

This table is the starting point for building powerful working views for sales, marketing, and service teams.

Filtering Records in HubSpot

Filtering allows you to display only records that meet certain property-based criteria. This is essential when you have thousands of records and want to focus on a specific segment.

Basic filters in HubSpot

1. Go to the object index page (for example, Contacts).
2. Locate the filter panel, usually on the left or top of the table.
3. Select a property such as Lifecycle stage, Owner, or Create date.
4. Choose a filter operator (is, is unknown, is before, contains, etc.).
5. Set the value or range you want to filter by and apply the filter.

The records table will refresh to show only records that match all active filters.

Use multiple filters in HubSpot

You can layer multiple filters to create very specific views. For example:

• Contacts where Lifecycle stage is Customer
• AND HubSpot Owner is known
• AND Last activity date is within the last 30 days

Each additional filter makes the result set more precise. Once your filter combination is ready, you can save it as a view.

Saving Views in HubSpot

Views help you quickly return to frequently used combinations of filters and column settings on your records table.

Create and save a custom view in HubSpot

1. Apply all desired filters on the object index page.
2. Customize columns and sorting until the table looks the way you want.
3. Click the view dropdown near the top left of the table.
4. Choose the option to save as a new view.
5. Name your view clearly (for example, "My Open Deals This Month").

You can often choose whether the view is private, shared with a team, or available to all users depending on your permission level.

Switch between views in HubSpot

Once created, you can quickly move between different views to change context:

• Use the views dropdown on the object index page.
• Select from preset system views (like All contacts or My contacts).
• Choose from your custom saved views for targeted work lists.

This is especially useful for sales and support teams who rely on focused queues to drive daily activities.

Sorting Records in HubSpot

Sorting helps you prioritize which records to look at first. You can reorder the records table by any sortable column.

Single-column sorting in HubSpot

1. Open the object index page.
2. Locate the column header you want to sort by, such as Create date or Amount.
3. Click the column header once to sort ascending.
4. Click again to sort descending.

The sort indicator in the column header shows the direction applied to your records.

Multi-column sorting in HubSpot

Depending on your subscription and table options, you may be able to apply multi-column sorting. This lets you sort by a primary column, then a secondary, and so on. The general approach is:

1. Click the first column header to apply the primary sort.
2. Use additional sort controls (where available) to add secondary columns.
3. Review how the records are ordered and adjust as needed.

Multi-column sorting is helpful when you want to group records by owner and then sort by recent activity or deal amount.

Customizing Columns in HubSpot

Columns control which properties are visible in your records table. Adjusting columns makes your views more actionable for each team.

Choose which columns to display in HubSpot

1. On the object index page, find the column customization option (usually a "Edit columns" or similar button).
2. Search for properties you want to show, such as Phone number, Lifecycle stage, or Deal stage.
3. Add or remove properties from the visible column list.
4. Drag columns into the order you prefer.
5. Apply changes to update the table.

These column settings can typically be saved as part of a specific view.

Search Tools for Records in HubSpot

Alongside filters and sorting, search helps you quickly find individual records or small groups.

Global search in HubSpot

Use global search when you know key details like an email address or company name:

• Click the search icon in the main navigation.
• Type a name, email, domain, or record ID.
• Select the matching record from the results list.

Global search looks across multiple object types, making it ideal for quick lookups.

Table search in HubSpot

On specific object index pages, a search bar helps you filter only within that object:

1. Open the relevant object (for example, Deals).
2. Enter a partial name, email, or other searchable value.
3. Review the narrowed list of matching records.

This is especially useful when combined with saved views and filters.

Best Practices for Managing Records in HubSpot

To keep your CRM effective over time, pair HubSpot's viewing and filtering tools with a few process best practices:

• Standardize property usage: Decide which properties matter for each team and ensure consistent data entry.
• Maintain shared views: Create shared views for sales, marketing, and service so everyone works from the same definitions.
• Use ownership filters: Filter by record owner when building task queues or assignment-based lists.
• Review filters regularly: Update saved views when processes or lifecycle definitions change.

Following these habits ensures your HubSpot records stay organized, accessible, and aligned to your reporting needs.

Additional Resources

For a more detailed breakdown of every option available when viewing and filtering records, refer to the official documentation on the HubSpot Knowledge Base: View and filter records in HubSpot.

If you need strategic or technical help implementing advanced CRM structures, consider working with a specialized consulting partner such as Consultevo, which focuses on optimizing platforms and processes for growth teams.

By fully leveraging the viewing, filtering, and sorting tools built into HubSpot, your organization can turn raw CRM data into focused, actionable work lists that drive revenue and customer success.

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