Build a Data Quality Dashboard, Chat with Dharmesh, and Discover the Sales Workspace

In This Edition

1. On Your Radar: Live Q&A with Dharmesh
2. Update Of The Week: Sales Workspace
3. Admin's Assignment: Build A Data Quality Dashboard

On Your Radar

Live Q&A with Dharmesh

For their 100th meetup on August 13th, the HubSpot Admin HUG is featuring HubSpot CTO and co-founder Dharmesh Shah for a Live Q&A. Register and submit your questions here!

Update Of The Week

Sales Workspace

HubSpot's Prospecting Workspace is getting a new name and some major upgrades with a Private Beta released last week.

While I've been a big fan of the Prospecting Workspace since it launched, it did create a bit of an awkward experience for teams that didn't have distinct SDR/BDR and AE teams. For sales reps that are responsible for both leads and deals, the Prospecting Workspace didn't deliver the comprehensive 'home base' it was designed to create. This new evolution from Prospecting Workspace to Sales Workspace is here to fix that very problem.

With the new Sales Workspace, we're getting the addition of AI-guided actions, a new way for reps to manage deals and engage opportunities, and a new 'selling queues' feature that promises to streamline engagement activities across the sales process.

Request the private beta for 'Introducing the Sales Workspace' today in the Products Updates section for a chance at an early peak at the new workspace.

To get a rundown of all HubSpot's July updates + some practical and creative use cases for them, join me Wednesday, August 7th, for our monthly New & Now webinar!

Admin's Assignment

Build A Data Quality Dashboard

For this week's summer clean-up assignment, we're making it easier to monitor the cleanliness of your records with a data quality dashboard. Once it's built, you'll be better equipped to spot problems before they grow and be able to see how well your data has been maintained over time.

To build this dashboard, I recommend creating active lists for each of the data quality issues listed at the bottom of this section. Having lists will allow you to not only see the current number of records with the issue, but also how many records have had that issue over time. Plus, the lists can come in handy when you're addressing the issue and makes building the reports a breeze.

Step 1: Create a blank 'Data Quality' dashboard by navigating to reports > dashboards > and clicking the orange 'Create dashboard' button.

Step 2: Create a new active list for the appropriate record type based on the issue you're reporting on. I recommend creating a 'Data Quality' folder and using a common naming convention for these lists, such as one that starts with 'Data Quality -'.

Step 3: Adjust the filters to show the records with the issue (filter guidance is included in the list below) and save the list.

Step 4: Once the list is created, decide whether you want to report just on how many records have this issue at the time you view the dashboard (summary report), how many records have had this issue over time (line graph), or both.

Step 5: Create the reports and add them to your dashboard.

For the report showing changes over time, navigate to the 'Performance' tab on the list. On the 'List size' report, click 'Actions' in the top left, then click 'Save report'. Give the report a descriptive name and add it to your data quality dashboard.

For the Summary report showing the number of records with the issue at the time you view the report, navigate to Reporting > Reports and create a new single object report for the relevant record type. Click 'Next' (you don't need to adjust the properties on the 'Data' tab but you can if you wish), select 'Summary' for the chart type, then drag 'Count of [record type]' to the 'Displaying' box, then click 'Filters'. Change the 'Create date' filter to 'Is all time' and add a filter for 'List membership' > 'is any of' [the list you created above]. Save the report with a descriptive name and add it to your data quality dashboard.

Step 6: Repeat steps 2-5 for each issue.

What you put on your data quality dashboard should be based on how your organization uses HubSpot, the data requirements you have in place for your team, and specific issues you may have had in the past. The list below can be a great place to start, but feel free to add or remove reports as needed.

• Contacts without email addresses. Filter: Email property is unknown.
• Contacts without first names. Filter: First name property is unknown.
• Contacts without a lifecycle stage. Filter: Lifecycle stage property is unknown.
• Contacts without an owner. Filter: Contact owner property is unknown.
• Contacts with no associated companies. You can create this list in either of these ways: (1) You could create a list of contacts with associated companies (contact is associated to any company where Record ID is known) and create a second list of contacts who are not on the first list. (2) You could create a new calculation contact property where the calculation type is 'Count', associated record type is 'Company', and associated record property is 'Record ID', then create a list where this property is equal to 0.

• Contacts who have never been contacted. Filters: Last activity date and Last marketing email send date properties are both unknown.
• Contacts with hard bounces. Filter: Hard bounce reason property is known.
• Unengaged contacts. If you don't already have an Unengaged contacts list, HubSpot will create this for you if you click the blue 'unengaged contacts' list at the bottom of the 'Send or schedule' tab when creating a marketing email.

• Companies without a domain name. Filter: Company domain name property is unknown.
• Companies without an owner. Filter: Company owner property is unknown.
• Companies without a lifecycle stage. Filter: Lifecycle stage property is unknown.
• Companies with no associated contacts: Filter: Number of associated contacts property is unknown.
• Companies with no activity. Filter: Last activity date property is unknown.
• Deals with no close date. Filter: Close date property is unknown.
• Deals with no owner. Filter: Deal owner property is unknown.
• Deals with no associated contacts. Filter: Number of Associated Contacts property is 0.
• Deals with a close date in the past. Filters: Is Deal Closed property is false and Close date property is more than 0 days ago.
• Deals with no activity. Filters: Is Deal Closed property is false and Last activity date property is unknown.
• Deals with no next activity scheduled. Filters: Is Deal Closed property is false and Next activity date property is unknown.
• Tickets with no owner. Filter: Ticket owner property is unknown.
• Tickets with no associated contacts. You can create this list in either of these ways: (1) You could create a list of tickets with associated contacts (ticket is associated to any contact where Record ID is known) and create a second list of tickets who are not on the first list. (2) You could create a new calculation ticket property where the calculation type is 'Count', associated record type is 'Contact', and associated record property is 'Record ID', then create a list where this property is equal to 0.
• Tickets with no activity. Filters: Ticket status property is none of any of your closed stages and Last activity date property is unknown.

Bonus Tip: For adding metrics related to duplicate records, check out this recent post by Stuart Balcombe .

I publish this newsletter to help HubSpot admins navigate the firehose of HubSpot updates and tips to get exactly what they need to make an impact. If you find it helpful, please subscribe and help spread the word!

Happy HubSpotting,

The Orange Admin