Search HubSpot

• Find all deals in a specific stage
• Get contacts matching certain criteria
• Search for companies by property values
• Pull records for bulk processing

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How It Works

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Setting It Up

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Step 1: Choose Object Type

• Contacts - People in your CRM
• Companies - Organizations
• Deals - Sales opportunities
• Tickets - Support tickets
• Calls - Call records
• Emails - Email engagement records
• Meetings - Meeting records
• Notes - Notes attached to records
• Tasks - Tasks in HubSpot

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Step 2: Add Search Filters (Optional)

1. Click the ”+ Add Property” button
2. This opens the property picker - select a property to filter by (e.g., “City”, “Deal Stage”, “Lifecycle Stage”)
3. Click Done

• Property name (e.g., “City”)
• Operator dropdown - Choose how to compare:
  • Equals - Exact match
  • Not Equals - Doesn’t match
  • Contains - Text contains this value
  • Greater Than - Number/date is greater
  • Less Than - Number/date is less
  • Greater Than or Equal
  • Less Than or Equal
  • Has Property - Property has any value
  • Not Has Property - Property is empty
• Value field - Enter the value or click {} to insert a variable

• Property: Deal Stage
• Operator: Equals
• Value: “closedwon”

• Property: City
• Operator: Equals
• Value: “San Francisco”

• Property: Amount
• Operator: Greater Than
• Value: “10000”

• Property: Last Contact Date
• Operator: Less Than
• Value: Click {} → select thirty_days_ago variable

• Property: Deal Stage
• Operator: Equals
• Value: Click {} → select target_stage (from webhook)

• Use the property picker to avoid typos in property names
• Operator choice matters: “Equals” requires exact match, “Contains” is more flexible
• Use Greater Than/Less Than for numbers and dates
• Values are case-sensitive for exact matches

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Step 3: Choose Properties to Retrieve

• Search bar at the top
• List of all available properties for that object type
• Click properties to select them (they’ll show a checkmark)
• Click Done when finished

• Only select what you’ll actually use (faster searches)
• Always include hs_object_id if you’ll update records or look up related data later
• Use the search bar to quickly find properties
• Common properties for contacts: firstname, lastname, email, phone
• Common properties for deals: dealname, dealstage, amount, closedate, hs_object_id

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Step 4: Sort Results (Optional)

• createdate - Oldest first
• -createdate - Newest first (the minus sign means descending)
• amount - Smallest to largest
• -amount - Largest to smallest

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Step 5: Set Result Limit (Optional)

• Testing? Use 10-20 to run faster
• Production? Set based on how many you expect (100-500 is common)
• Processing in a loop? Remember that 1000 records takes time!

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Step 6: Name Your Output Variable

• qualified_deals
• inactive_contacts
• target_companies
• recent_tickets

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What You Get Back

[
  {
    "dealname": "Acme Corp - Enterprise",
    "amount": "50000",
    "hs_object_id": "12345"
  },
  {
    "dealname": "TechCo Deal",
    "amount": "25000",
    "hs_object_id": "67890"
  }
]

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Using the Results

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In a For Loop (Most Common)

1. Loop through: Click to select your search results variable (e.g., qualified_deals)
2. Current item variable: Give each item a name (e.g., current_deal)

• Select current_deal
• Then select the property you want (e.g., dealname, amount, hs_object_id)

• Object ID: Insert variable → current_deal → hs_object_id
• Property to update: Insert variable → current_deal → dealname

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Count How Many Results

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Get Just the First Result

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Common Workflows

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Find and Update Pattern

1. Search HubSpot (V2)
   • Object Type: Deals
   • Search Filters: Click ”+ Add Property”
     • Property: Deal Stage
     • Operator: Equals
     • Value: “presentationscheduled”
   • Retrieve Properties: Click ”+ Add Property” and select dealname, hs_object_id
   • Output Variable: deals_to_update
2. For Loop
   • Loop through: deals_to_update
   • Current item: current_deal
3. Update HubSpot Object (V2) - inside loop
   • Object ID: Insert variable → current_deal → hs_object_id
   • Update whatever properties you need
4. End Loop

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Search Using Trigger Data

1. Search HubSpot (V2)
   • Object Type: Deals
   • Search Filters: Click ”+ Add Property”
     • Property: Deal Stage
     • Operator: Equals
     • Value: Click {} → select target_stage (from webhook)
   • Output Variable: matching_deals
2. Process the results…

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Daily Report

1. Search HubSpot (V2)
   • Object Type: Tickets
   • Search Filters: Click ”+ Add Property”
     • Property: Ticket Pipeline Stage
     • Operator: Equals
     • Value: “open”
   • Limit: 1000
   • Output Variable: open_tickets
2. Set Variable
   • Variable name: ticket_count
   • Value: Use variable picker to count open_tickets
3. Send Email
   • Subject: Type “You have ” then insert ticket_count variable

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Real Examples

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Daily Deal Health Check

• Object Type: Deals
• Search Filters: Click ”+ Add Property”
  • Property: Deal Stage
  • Operator: Equals
  • Value: “presentationscheduled”
• Retrieve Properties: Click ”+ Add Property” and select:
  • dealname
  • dealstage
  • amount
  • closedate
  • hs_object_id
  • hubspot_owner_id
• Sort: Select “Create Date” descending (newest first)
• Limit: 50
• Output Variable: active_deals

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Find Contacts from Form Submission

• Object Type: Contacts
• Search Filters: Click ”+ Add Property”
  • Property: Email
  • Operator: Equals
  • Value: Click {} → select email (from webhook)
• Retrieve Properties: Click ”+ Add Property” and select:
  • firstname
  • lastname
  • email
  • hs_object_id
• Limit: 1 (expecting only one match)
• Output Variable: found_contact

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Troubleshooting

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No Results Found

1. No records actually match your filters
2. Property name is misspelled in filters
3. Property value doesn’t match exactly

1. Go to HubSpot and manually search using the same criteria—do records exist?
2. Double-check property names (they’re case-sensitive!)
3. Look at an actual HubSpot record to see the exact value format
4. Try removing filters one by one to see which is excluding results

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Missing Properties in Results

1. You didn’t add that property using ”+ Add Property”
2. The property is actually empty in HubSpot
3. Property was added but not saved before running

1. Make sure you clicked ”+ Add Property” and selected all properties you need
2. Check an actual HubSpot record—does it have values for those properties?
3. Re-add the property and save the action
4. Check the execution log to see exactly what was returned

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”Missing OAuth Scope” Error

1. Go to Settings → Integrations
2. Click “Reconnect” on HubSpot
3. Make sure you check the box to authorize access to that object type
4. Save and try the search again

• Contacts: “Read Contacts”
• Companies: “Read Companies”
• Deals: “Read Deals”
• Tickets: “Read Tickets”

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Search is Slow (Takes 10+ Seconds)

1. Returning too many results
2. Requesting too many properties
3. HubSpot account has millions of records

1. Add filters to narrow the search scope
2. Lower the limit (100 instead of 1000)
3. Request fewer properties (only what you need)
4. Add specific filters like date ranges instead of searching everything

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Tips & Best Practices

• Always include hs_object_id in your properties if you’ll update or reference records later
• Use the ”+ Add Property” button to browse and select from your actual HubSpot properties
• Start with small limits while testing (10-20), then increase for production
• Test your filters in HubSpot’s UI first to verify they return the right records
• Use descriptive output variable names
• Add filters to narrow results whenever possible

• Search for all records without filters (could return thousands!)
• Request every property when you only need a few
• Forget to set a limit (defaults to 100 but be explicit)
• Assume all properties have values—some might be empty
• Use misspelled property names in filters

• Filters make searches faster—use them!
• Limit results to what you need (don’t fetch 1000 if you’ll only process 50)
• If looping through results, remember each iteration takes time
• The fewer properties you request, the faster the search

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Advanced Filtering

• “Greater than” or “less than” comparisons
• Date range filtering
• OR logic between filters
• “Contains” text searches

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Related Actions

• For Loop - Process search results one by one
• Update HubSpot Object (V2) - Update records you found
• Lookup HubSpot Object (V2) - Get full details for specific records
• If Condition - Filter results based on conditions

• Variable System - Using search results in other actions
• Webhook Triggers (HubSpot) - Use webhook payloads to drive searches
• Deal Analysis Workflow - Complete example