When setting up or managing properties in HubSpot, especially for contact, company, deal, or ticket records, you might encounter situations where data needs to be loaded into these properties in bulk. This is where HubSpot’s load fill options come in handy. They help streamline data entry and management processes by allowing you to automatically populate property fields across multiple records, ensuring consistency and reducing manual work.

In this blog, we’ll walk you through how to use load fill options effectively in HubSpot properties and highlight why they are an essential tool for keeping your CRM data clean and accurate.

What Are Load Fill Options?

Load fill options in HubSpot refer to features and functionalities that allow users to bulk update or populate property fields across multiple records. This can save you a lot of time, especially if you need to update properties for a large number of contacts, deals, or companies at once. It’s a way to streamline data updates in HubSpot by making sure fields are properly filled in or updated without doing it record-by-record manually.

Load fill options typically include:

1. Importing Data: Using CSV imports to populate or update property values.
2. Bulk Editing in Views: Selecting multiple records in a list and updating properties at once.
3. Workflows: Automatically filling property fields based on certain conditions.
4. Default Values for Properties: Predefining values that will load when a new record is created.
5. APIs and Integrations: For custom coding, where load fill options can be leveraged programmatically.

1. Using Imports to Load Fill Properties

The most common way to load fill properties in HubSpot is through the import feature. Here’s how you can use it:

• Step 1: Prepare Your Data
  Create a CSV file with all the necessary fields corresponding to the properties you want to populate. Make sure that your column headers match the HubSpot property names exactly.
• Step 2: Import the File
  Navigate to Contacts > Import, and choose your CSV file. During the import process, you’ll be asked to map the columns in your file to the HubSpot properties. This is where you decide which data goes into which property.
• Step 3: Map Properties
  Map the columns from your file to the respective HubSpot properties. For example, if you want to update a contact's "Lifecycle Stage" or "Lead Source," select the relevant property.
• Step 4: Review and Confirm
  Once the import is complete, HubSpot will automatically load fill the property values for each corresponding contact or record in your CRM.

This method is perfect for updating a large amount of data all at once.

2. Bulk Editing in HubSpot Views

Another simple way to load fill properties is by using bulk editing within HubSpot views. This allows you to select multiple records at once and apply changes to a specific property field.

• Step 1: Select Records in a View
  In the HubSpot dashboard, navigate to the contact, company, deal, or ticket view. From here, select the records you want to update by checking the boxes next to their names.
• Step 2: Edit Properties
  Once selected, click on the "Edit" button. This will bring up a panel where you can modify the properties of all selected records simultaneously.
• Step 3: Update the Property
  Choose the property you want to load fill, and enter the new value. This update will be applied across all selected records.

3. Using Workflows to Automate Load Fill

Workflows allow you to automate load fill actions based on specific triggers or criteria. Here’s how you can set up workflows to load fill properties:

• Step 1: Create a Workflow
  Go to Automation > Workflows and create a new workflow. You can choose whether to trigger the workflow based on specific actions (e.g., when a form is submitted, or when a deal stage changes).
• Step 2: Set Property Value
  As an action in the workflow, select Set Property Value. This allows you to automatically load fill properties when the workflow is triggered.
• Step 3: Set Conditions (if needed)
  You can add conditions or delays before applying the property change, ensuring that the workflow runs only under the right circumstances.

This method is ideal for automating routine property updates, reducing the need for manual intervention.

4. Setting Default Property Values

When creating new properties in HubSpot, you can set default values that will automatically load when a new record is created. This ensures that important fields are never left blank.

• Step 1: Create or Edit a Property
  Go to Settings > Properties and either create a new property or edit an existing one.
• Step 2: Set a Default Value
  When setting up the property, you’ll see an option to define a default value. For example, you might set a default value for the "Lead Source" property to automatically load as “Website” for all new contacts created via your web forms.
• Step 3: Save and Apply
  Save your changes, and HubSpot will automatically apply the default value to all relevant new records.

Leverage load fill options, reduce manual data entry, improve data quality, get better results. It’s that simple.