Hi everyone,
I’m dealing with a complex HubSpot setup at my company that needs some organization. The way we handle notes for contacts and opportunities is pretty chaotic right now. My team has gotten used to keeping all their notes in one big document that’s organized by dates and timestamps instead of using HubSpot’s built-in note system.
They really like this approach because it’s super easy to select everything, copy it, and feed it into AI tools like ChatGPT or Microsoft Copilot for quick summaries. When you use HubSpot’s standard note feature, you have to click into each separate note entry to copy the content, which they think takes way too long compared to just hitting Ctrl+A and copying everything at once.
I’m trying to get everything moved into HubSpot so we’re not juggling multiple tools, but I can’t figure out if there’s a way to set up notes so they work more like their current system. Has anyone found a setting or workaround in HubSpot that would let us keep notes in a more consolidated format that’s easier to bulk copy? I’d love to keep using HubSpot but make it work with their preferred workflow.
You could try using HubSpot’s custom properties instead of the standard notes system. Create a long text property called something like “Consolidated Notes” and treat it as your master document. I’ve been doing this for about two years now and it works great for AI integration since everything stays in one field. The downside is you lose some of the automatic timestamping features, but you can manually add dates at the top of each entry. Another option is using the internal comments section on deals - it behaves more like a continuous thread than individual notes. The text flows better when copying and you still get the HubSpot integration benefits. Both approaches let you select all content with Ctrl+A just like your team prefers.
We had a similar challenge at our company and ended up creating a hybrid approach that worked pretty well. Instead of trying to force HubSpot’s note system to behave differently, we started using the “About this contact” section for our consolidated notes. It’s basically a large text field where you can dump everything chronologically and still have it live within HubSpot. Then we use the regular notes feature only for quick updates or things that need to trigger workflows. The about section is perfect for copy-pasting into AI tools since it’s all in one place, and you still get the benefit of having everything centralized in HubSpot. Just make sure your team establishes a consistent format for timestamps and separators so it doesn’t turn into a mess.
honestly i think ur team might be overthinking this. why not just use hubspot’s timeline view? you can see all notes chronologically and copy multiple ones pretty quick. or maybe try a custom property with a text area field for longer consolidated notes instead of fighting the system
We ran into this exact problem about six months ago and found a decent workaround using HubSpot’s document feature. You can create a document template specifically for contact notes and attach it to each contact record. The document acts like a running log where your team can add timestamped entries in chronological order, similar to what they’re doing now. When you need to copy everything for AI analysis, you just open the document and select all the content at once. The document stays linked to the contact so it’s still centralized in HubSpot, but it gives you that consolidated format your team wants. You can even set up document templates with pre-formatted sections for different types of interactions. It’s not perfect but it bridges the gap between HubSpot’s structure and your team’s workflow preferences without losing the integration benefits.
actually there’s a browser extension called hubspot enhanced that adds bulk note copying features. its not official but works decent for what you need. alternatively you could setup a simple workflow to automatically compile all notes into a single custom field every few days - bit of a hack but saves the manual copying around