HubSpot admins - this blog's for you.
As a HubSpot admin, I'm the one they call when things go wrong. It doesn't matter if the company has already been using HubSpot for years or if they just recently exported data out of their old CRM, one thing is the same: there's untangling that needs to be done. Maybe an old admin used a different naming convention than the current admin. Maybe users have been creating new contact properties instead of using existing properties. Or maybe no one really knows what they should be doing, so they make it up as they go along.
Whatever the case, the end result is the same: a messy data architecture that's now been passed off to an employee way over their head. And then I get called in.
Now here's where it gets tricky: how do you even begin to clean up data when the architecture is a mess? You can't know what data is dirty, what is duplicate and what needs to stay. First, you have to zoom out to see all the properties that exist in the portal. Manually, HubSpot doesn't do that very well. You can export your data, but it's just that...an export of the data itself, not a roadmap of what objects and properties exist.
I was spending HOURS sorting through exported data and extracting every single property and object that existed. So I went to our development team to see if there was a better way. Being rockstars, they whipped something up internally that I started using. After talking with other HubSpot admins, I realized I wasn't the only one looking for something like this. So, we decided to take it public.
Introducing: DataQuick© - An App by BizzyWeb.
What is DataQuick?
DataQuick is an app that connects to any HubSpot portal. It will then export your CRM architecture into an editable Excel file. This is not the same as a data export. You won't see specific contact records or specific deal information. Instead, you'll see all of the existing data points in the CRM. This lets you look for redundancies, unneeded properties and other architectural messes that make your CRM data suboptimal.
What Does DataQuick Do?
DataQuick does three important things:
Show you what you're working with
The team designed DataQuick for two key scenarios: an inherited HubSpot portal OR moving from another CRM into HubSpot. In both cases, time and multiple team members created duplicate and unneeded properties, custom objects and other data points. The DataQuick export gives you a clear layout of everything that exists right now.
Speeds up the cleanup
Once everything is out of HubSpot and laid out in one place, it's a lot easier to figure out where duplications exist. You can then figure out what the organization still needs and use that as a plan of attack for starting data cleanup.
Creates shared documentation
Because your DataQuick map shows you what currently exists outside of the portal, you can also use this as a shared document to ensure consistent naming conventions moving forward.
Let's put it all together. Here's what this often looks like for me:
An organization that's been using Salesforce for 7 years just switched to HubSpot. They did a 1:1 data sync to get their data out of Salesforce and into HubSpot, but they didn't clean up the data first. They're trying to pull sales reports and the numbers don't line up. They can't figure out why. They call me.
I use DataQuick to make an export of their contact properties. I find out that info like "what was the last webinar that this contact attended?" is captured in a bunch of different properties - "last webinar attended" "last webinar name" "last webinar," etc. Different team members would use different properties or create a new one if they didn't know where to look. Now that I know that, I can decide on what singular property should be used to capture that information.
I can then go back to HubSpot and create workflows to update contact records so that the correct property is filled out and remove the unneeded properties. Then, I update the DataQuick export to leave only the desired property listed. After I've run this same check with all properties, I can share this document with the organization so that their users can see exactly what properties they should use to capture specific data sets.
This process saves me about 4-6 hours of manual work if I had to sift through a standard HubSpot data export. It also helps reduce the need to have to do this again in the future.
What Data Architecture is Exported?
DataQuick exports the data points of your CRM’s architecture - this includes separate tabs for:
- Call properties
- Cart properties
- Company properties
- Contact properties
- Deal properties
- Feedback survey properties
- Invoice properties
- Marketing event properties
- Order properties
- Product properties
- Ticket properties
- Workflow properties
- Custom object properties
Which includes:
- Property name
- Internal name
- Field type
- Description
- Group name
- Created by
- Forms used on
- Options (if applicable)
This does NOT include:
- Specific contact records
- Specific deal information
If you want to export specific contact and deal data - use the default export your records tool within HubSpot. DataQuick will only show you the architecture and structure of your data. That's what makes it useful for mapping and creating an architecture structure. Tackling the data itself is another beast.
Who is DataQuick For?
Well, me. It's for HubSpot admins, CRM/data architects, HubSpot Agencies and anyone else who needs a birds-eye view of the current data architecture in any HubSpot portal. If you've been handed the keys to your CRM along with the comment "I can't find anything in here" by your boss....DataQuick is for you.
How Do I Get DataQuick?
You can purchase DataQuick directly from our website, or by going to app.dataquick.co and clicking "register." We have two tiers of DataQuick:
Can I Try Before I Buy?
Unfortunately, there is not a trial version. Due to the nature of the software there is not a way to try it. But: if you're an agency or consultant who thinks DataQuick will be useful for you on multiple portals, email the team at sales@dataquick.co - we can set up a demo walkthrough for you.
I'm so incredibly excited to announce the release of this tool. But selfishly, I'm even more thankful to have this tool to make my job as a HubSpot admin easier. Now if only I had something that would just know what I needed before I knew what I needed done...I'll see if I can get the team on that.
BizzyWeb is a Minneapolis-based digital marketing and web design agency that helps companies get the high-quality leads they need to grow and thrive. Our tactics include inbound marketing, SEO, advertising, web design, content creation and sales automation. We are an accredited HubSpot Platinum Partner and we offer full-service HubSpot onboarding, enablement and strategy for new and current users.
