View Individual Records

CRM Objects and Associations

Creating records in HubSpot enables your team to record and retrieve information on your business relationships and processes, maintaining consistency across your organization. Once created, you can store information on a contact, company, deal, ticket, or custom object by interacting with their record.

View a record

• Navigate to your records:

• • • Contacts: In your HubSpot account, navigate to CRM > Contacts.
    • Companies: In your HubSpot account, navigate to CRM > Companies.
    • Deals (deposits): In your HubSpot account, navigate to CRM > Deals.
    • Tickets: In your HubSpot account, navigate to CRM > Tickets.
    • Accounts (individual records): In your HubSpot account, navigate to CRM > Accounts.
    • Banking Details: In your HubSpot account, navigate to CRM > Banking Details.
    • KYCs: In your HubSpot account, navigate to CRM > KYCs
    • Systematic Plans: In your HubSpot account, navigate to CRM > Systematic Plans

• On the record index page, locate the record you want to work with and click the name.

Activity timeline

The right panel shows activities relating to the record chronologically, with upcoming activities at the top. 

To access the activity timeline overview:

• In the middle column, click the Activities tab. The first time you view a record, you'll be brought to the Overview tab by default. Moving forward, you'll be brought to the tab you've visited most recently, either Activities or Overview.
  

On the activity timeline, you can view and filter activities in the following ways:

• At the top of the record, click Expand all or Collapse all to expand or collapse the details of all timeline activities.
  

• To quickly filter activities by type, click the tabs at the top.

  

• On the Activity tab, you can filter more specific activities with the Filter activity dropdown menu.

• To filter activities that are owned by a specific user or team, click the All users or All teams dropdown menus and select a user or team.

  
• To search for a specific activity, click the search icon search in the upper right. The results returned are based on searching the terms in the following activity fields:

  • Task subject

  • Task body

  • Note body

  • Call body

  • Email subject

  • Meeting body

• On the Email tab, you can log and send a one-to-one email, or review previously sent and received one-to-one emails. Marketing emails do not appear on the Email tab.
  • Click Thread email replies to collapse email responses into a single thread, with the most recent message appearing at the top of the thread.
  • Click Show all email replies to expand each individual email on the timeline.

• To collapse the details of a specific activity, click the down down arrow in the top left of the activity.

• To expand the details of an activity and edit, click the right right arrow in the top left of the activity.

   

Record overview

The middle panel also shows an overview of the record's information, including important properties, recent activities, and associations.

To access the record overview, in the middle column, click the Overview tab. The first time you view a record, you'll be brought to the Overview tab by default. Moving forward, you'll be brought to the tab you've visited most recently, either Activities or Overview.

Here you can find detailed information about the contact, including their contact details such as phone number and email address. Additionally, you can view their physical address, income level, net worth, and any associated accounts they may have. This section also provides insights into their financial accounts, any related accounts or connections, and any existing plans or strategies in place. This comprehensive overview allows for a deeper understanding of the contact's profile and relationship with your organization.

Servicing tab

The middle panel also shows servicing where you can make servicing requests. This includes: cash and security management, account administration, plans, family office services, and trading activities.

Associated records and attachments

On the right sidebar of a record, you can view previews of the record's associated records and attachments. You can rearrange the sections by dragging them, or collapse a section by clicking the down down arrow. 

Having unique associations between different types of records such as accounts, KYCs, tickets, deals, contacts, and systematic plans is crucial for effective record-keeping and relationship management. These associations allow for a comprehensive view of the connections and interactions within your business processes. By linking related records together, you can quickly navigate between them, gaining insights into the various touchpoints and engagements that contribute to your business relationships.

For example, when viewing a contact record, the associated accounts, KYCs, tickets, deals, and systematic plans provide a holistic view of the individual's interactions with your organization. This interconnected web of information helps in understanding the client's financial history, service requests, ongoing commitments, and strategic plans. It enables your team to track the flow of money, monitor service requests, and ensure that systematic plans are being implemented effectively.

Contact associations

• Contacts: This section allows you to view and list other contacts associated with a particular contact record. Association labels provide additional details regarding the relationship between the contacts, such as Spouse, Joint Account Holder, Parent-child, etc. This feature enables you to understand the various connections and affiliations that the contact has within your organization, providing valuable insights into their network and interactions.
• Accounts: This section provides a comprehensive list of all accounts that the contact is associated with as an account holder. It includes details on whether the account is Individually Held, Jointly Held, or an Entity Account, giving you a clear understanding of the account ownership structure and relationship dynamics. By categorizing the accounts based on their holding type, you can easily identify the nature of each account and its significance within the contact's financial portfolio. This information is crucial for managing and tracking the various financial assets and liabilities linked to the contact, ensuring accurate record-keeping and informed decision-making.
• Tickets: Tickets are a crucial aspect of managing customer service requests and interactions within Optimize. When a client submits a service request, it gets associated with their contact record, allowing you to attribute the requests to a specific contact and track the progress of each request. By linking tickets to a contact's record, you can easily access a log of both current and previously completed requests, providing a comprehensive overview of the client's service history and ensuring efficient resolution of their queries and issues. 
• KYCs: This section provides detailed information about the client's KYC documents, including identification proofs, address proofs, and any other relevant documentation required for compliance purposes. By storing and organizing KYC documents within the contact record, you can ensure regulatory compliance and easily access the necessary information during audits or client interactions.
• Deals: This section displays all incoming deposits that are recorded as deals in the system, allowing you to track the inflows of money into an account. Each deal represents a financial transaction or deposit made by a client, providing a clear overview of the funds entering the account. By monitoring deals, you can effectively manage and analyze the financial activities associated with the account, ensuring accurate tracking of deposits and financial transactions.
• Systematic Plans: In the Systematic Plans section, you can view and manage all ongoing systematic plans for a client, providing a centralized hub for tracking and monitoring.  

Account associations

• Contacts: This section provides a detailed list of all accounts that the contact is associated with as an account holder. Association labels offer additional insights into the nature of each account, indicating whether it is Individually Held, Jointly Held, or an Entity Account. By categorizing the accounts based on their holding type, you can easily grasp the ownership structure and relationship dynamics within the contact's financial portfolio. This information is essential for effectively managing and tracking the various financial assets and liabilities linked to the contact, ensuring accurate record-keeping and informed decision-making. 
• Tickets: All service requests submitted by a client are automatically associated with their contact record. This integration allows for easy attribution of requests to specific contacts and provides a comprehensive log of both current and previously completed requests. By maintaining this link between tickets and contact records, you can efficiently track the progress of each request, monitor service history, and ensure timely and effective resolution of customer queries and issues. 
• KYCs: This section lists the type of KYC which could be individual, joint, or entity and the related account number and account holder. It also includes details on the validity of the KYC documents, the date of submission, and any additional information required for compliance purposes. 
• Deals: This section displays all incoming deposits that are recorded as deals in the system, allowing you to track the inflows of money into an account. Each deal represents a financial transaction or deposit made by a client, providing a clear overview of the funds entering the account. By monitoring deals, you can effectively manage and analyze the financial activities associated with the contact.

• Systematic Plans: you can view and manage all ongoing systematic plans for a client, providing a centralized hub for tracking and monitoring. It will tell you all systematic plans set up for the account. 

• Banking Details:  The Banking Details section provides an overview of the banking institution names, and any associated banking transactions. By accessing this section, you can easily track and monitor the contact's banking activities, and ensure accurate record-keeping of their banking information. As well as viewing any association related to that banking.