- Hey, welcome back, it's Kyle.
And today we're talking about how you can use Operations Hub
to make it easier for your team to create better reports.
HubSpot comes standard with hundreds of reports
that showcase the work your marketing sales
and customer service teams are doing on a daily basis.
And if you ever need a report that doesn't come standard,
you can use the Custom Report Builder to create a report
that shows the information you need.
But there are so many fields and values inside of HubSpot,
it can sometimes feel overwhelming
to choose the properties you wanna use
when you're creating your reports.
With datasets available inside Operations Hub enterprise,
you can curate data for your teams to use
in the reports they build.
Let's take a look.
So here we are inside my HubSpot count,
and datasets are under the Reports drop down
in the main navigation.
Before we look at them, let's take a look at the process
of building a report with the Custom Report Builder.
So here on the Reports page,
you see a list of all your reports
and you can create a custom report
by clicking this button in the top right corner.
With the Custom Report Builder,
you can select the primary data source you wanna use
and any other sources you want connected to it.
And then you'll move to this page
where you'll create visualizations for your data.
But as you can already see,
there is a long list of properties here to select from,
and this is just for contacts.
Deals and companies also have a similar number of properties
and this can be really overwhelming
for your teams to sift through,
as they're trying to decide how to build a report.
So let's take a look
at how datasets can help solve this problem.
We'll come to the top left corner
and click Back to reports.
And under the Reports dropdown
in the main navigation will go to Datasets.
Click this orange button to create a new dataset.
The first step of creating a dataset
is essentially the same as the first step
of creating a custom report,
but already Operations Hub
is giving us additional information here.
For example, if I, once again, select Companies and Deals,
we can see in this right side bar
that this report is going to include
every single contact inside my account,
but only the companies
and deals that are associated with contacts.
If I have a company record or a deal record
that isn't connected to any contacts,
it won't be included in this dataset.
Down here at the bottom,
we can see a preview of the table we are creating.
When we have the data selected we want,
we can click next to prepare this data.
And here is where the power of datasets
really becomes apparent.
If I want to see the deal amount, I can drag that over.
And if I wanna see the company's annual revenue,
I can pull that over too.
This list of properties here are the only properties
that will appear when someone is building a report
using this dataset.
In addition to the standard properties inside of HubSpot,
datasets also gives you the ability
to create temporary fields that are unique to this dataset.
So for example, let's create a formula field
that we'll call Annual Recurring Revenue, or ARR.
And for this field, let's just take the amount field
that we've already added and multiply it by 12.
If the amount field on our deals is a monthly amount
and we want to aggregate that into a yearly total,
we can add a column to our dataset
that will display this information,
and we can add more formula fields if we need to.
Let's take a look at some other formulas
that are available here.
For example, if we wanna know how long a deal has been open,
we can use the datediff function
to calculate the difference between two dates.
So for this, we'll pull in the number of days
between the deal createdate and the deal closedate.
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And we will call this Days open.
And now we have another custom column inside our dataset.
When we have our property selected
and our fields created, we can click Next
to filter the records included in this dataset.
So for example, if I only want to include
deals that have been closed,
I can add a filter for deal stage,
and set it to only my closed one deals.
And now, as you can see, this has been limited
to the deals that are currently closed,
so days open always has a value.
The filters you add to your dataset
will save additional steps
for the teams using this dataset to build reports later.
When you're done with your filters, click Next,
and you can review the dataset you've created,
give it a name and save it.
You can provide a description if you would like,
but this is not required.
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When you're done, your dataset appears like this,
and you can now build a report using it.
Now the list of available properties
is much more manageable and it'll be much easier
for your teams to select the data they need
and choose the visualization that works best.
To sum up, the Custom Report Builder
inside of HubSpot is awesome.
It's a powerful tool you can use
to create visualizations
for the data inside your account,
but it can sometimes be overwhelming
to sift through all the properties you have available
and create reports using them.
So you can use datasets inside of Operations Hub enterprise
to curate data into usable chunks
for your teams as they build their reports.
Thanks so much for joining me today.
Be sure to click the link in the description below
to sign up for Operations Hub.
Let me know what you think.
Let me know if you have any questions.
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