topic Re: Logging incoming emails in Hubspot in Gmail Sales Extension

Logging incoming emails in Hubspot

AEGIS1997 — Thu, 03 Aug 2017 08:24:49 GMT

Hi, Is it possible to log incoming emails in Hubspot? To be clear these are emails that are not replies to an outgoing email generated and logged in Hubspot. I have linked my gmail account but can't seem to see how to do this.

Thanks in advance.

Re: Logging incoming emails in Hubspot

Josh — Thu, 03 Aug 2017 12:23:02 GMT

The best way to do this if the message was originated as a logged message would be to forward that message to the CRM. To do this, forward your email to: YOURHUBID@forward.hubspot.com.

It should associate the conversation with the contact record from the original email.

Hope that helps!

Re: Logging incoming emails in Hubspot

AEGIS1997 — Thu, 03 Aug 2017 12:36:59 GMT

Thanks for this but the original email was not a logged email. I just need to log the incoming mail in the first instance.

Re: Logging incoming emails in Hubspot

Josh — Fri, 04 Aug 2017 13:06:52 GMT

@AEGIS1997,

It should still work in the same fashion. I just tested in my portal with a brand new email that came in that wasn't previously tracked (and the contact didn't exist). I used the forward address and it logged that email as well as created the contact for the person that sent me the email.

Is that what you are hoping to do?

Re: Logging incoming emails in Hubspot

Frampol — Fri, 24 Nov 2017 10:59:33 GMT

Hi Josh,

Thank you for your advice. I am not able to see the forwarded email (referenced) to Hubspot. I did notice that outlook called up the following address '4066456@bcc.hubspot.com'I tried both. Perhaps they are there in Hubspot but not where I expected them to be - as an addendum to the original email sent in contacts.

Best regards

The Frampol Africa team

Re: Logging incoming emails in Hubspot

jdslay — Wed, 28 Feb 2018 13:18:26 GMT

I too have tried to forward emails, after the fact, into my HubSpot account without success. I've tried to forward emails which I've recieved from exisiting contacts and come from their email address which is in the contact record. I've also tried to resend sent messages which I had sent to existing contacts, but had forgotten to bcc my HubSpot email address originally. Neither is working correctly and the emails are not showing on these records. Any idea why?

I'm sure I am using the correct HubSpot email address for my account, as when I do remember to BCC an outbound email to a contact, they do log.

Thanks,

Josh

Re: Logging incoming emails in Hubspot

JuwelAK — Wed, 21 Mar 2018 16:16:22 GMT

Hey Josh,

I read you advice and followed it as I am also having the same problem. I have setup my account and can clearly see under EMAIL INTEGRATION that it is connected. I have also set up the forwarding addres in our email server (we use HOSTGATOR) so that every email that comes into my account gets forwarded to myaccount@forward.hubspot.com however, none of my emails are being logged into HUBSPOT.
Please could you help?
Thanks in advance.
Juwel

Re: Logging incoming emails in Hubspot

leleventuri — Tue, 17 Apr 2018 08:45:58 GMT

I'm having exactly the same problem! I'm afraid there's no solution, unfortunately. No way we can possibly handle this case, unless by using external help desk services.

Re: Logging incoming emails in Hubspot

wpb — Wed, 25 Jul 2018 19:30:18 GMT

I had the same problem and it took me a bit of sleuthing so solve.

I noticed that in the forwarded email out of Office365 the From: My Name <my_email> and To: Contact Name <contact_email> address was missing the valid email address in the <>, and instead just our generic names were in the From: and To: blocks. I edited the email just before I forwarded it to make sure that valid email addresses were inside of the <> symbols for each line.

Once I did this, I was able to forward past emails that I had sent to contacts without the BCC_Hubspot address to Hubspot and they were correctly assigned to the contact.

I hope this helps.

WPB

Re: Logging incoming emails in Hubspot

Hinton — Thu, 21 Feb 2019 16:23:26 GMT

Hi everyone,

We had this problem as well. We tried logging incomming mails by sending them to the forwarding address and what eventually did the trick for us was editing the forwarded messege header. Our email client (outlook) was set to Swedish by default and when we manually changed the fowarded text to english it worked perfectly fine! Actually, you dont even have to change all of it, just the "from" text.

It seems this is the text that makes HubSpot recognize this as an incomming email.

"From: Contact Name <contact@email.com>"

See attached image below from the HubSpot Knowledge Base which also explains this.

I tried this with existing contacts and new ones, the new ones were added to HubSpot so this seems to be fully working. One last side note though, the timestamp in your contact's timeline will be based on when you sent in the mail to your fwd-address so if you want it to be as accurate as possible, do it asap when you've received the email that you want to log.

Hope this was helpful!

Re: Logging incoming emails in Hubspot

ThreadsHelp2018 — Wed, 27 Nov 2019 14:06:20 GMT

Hi @AEGIS1997

If you want to log incoming emails automatically in HubSpot you can do this using Threads. Find us on the HubSpot App Marketplace. This avoids the need to manually forward or use the bcc method. It also operates retrospectively to pick up historic mail.

Re: Logging incoming emails in Hubspot

JonathanElkin — Mon, 12 Oct 2020 12:01:51 GMT

Hubspot, please add a checkbox 'Inbound email' to the view when manually logging an email.

This is to capture correspondence received outside of email, such as LinkedIn, which will influence reporting against the property 'Recent sales email replied date'.

Re: Logging incoming emails in Hubspot

sharonlicari — Mon, 12 Oct 2020 15:19:03 GMT

Hey @JonathanElkin

Thank you for your feedback, I would recommend creating an idea in our Ideas forum to ensure this feature request is seen by our product team.

Best

Sharon

Re: Logging incoming emails in Hubspot

KJLUNDE — Fri, 22 Jan 2021 21:52:17 GMT

@sharonlicari Has this been solved or added somewhere to the Ideas page? I can't find it. Having to forward every incoming email that I want recorded in HubSpot is time-consuming and kind of an absurd work-around. This should be a simple fix and is a standard function on SalesForce. Any updates would be much appreciated!

Re: Logging incoming emails in Hubspot

sharonlicari — Tue, 26 Jan 2021 11:09:17 GMT

Hi @KJLUNDE

I don't think the idea has been added to the forum. I'd suggest adding it. Also, I'd like to share this guide on how the Ideas forum works. This will give you a better understanding of the process and the expectations.

Thanks

Sharon

Re: Logging incoming emails in Hubspot

KJLUNDE — Tue, 26 Jan 2021 17:13:14 GMT

Hi @sharonlicari, thank you for the suggestion. I've already read that article and have subsequently posted suggestions to the Idea Forum. The hiccup that I and other users run into is the question of whether an idea posted to the Ideas Forum is even considered by HubSpot, and if it is, the lengthy time frame to implement changes that are standard features on other CRM providers. This is just an observation in reviewing many of the posts and timelines on the Ideas Forum and my own expereince having used other CRM providers. It would be nice if there were a way for HubSpot to identify Ideas that are directly related to features not available on HubSpot, but are standard features on every other major CRM procider. From a competitive standpoint, I'd think it would be helpful information that Hubspot would like to know. Either way, I appreciate your response and will post this Idea to the forum.

Re: Logging incoming emails in Hubspot

KJLUNDE — Tue, 26 Jan 2021 17:18:35 GMT

Hi Josh, are there any updates on this request? I'm told that Hubspot is rolling out improved functionality for their Gmail and Outlook Add-ins. Every other CRM that I've used gives the user the ability to click a button to link an incoming email to Hubspot. It's time consuming to re-send every incoming email to log with the YOURHUBID@forward.hubspot.com solution. I've used multiple other CRM providers, all of which have the ability to simply click boxes next to contacts, companies, deals, etc to link any email (incoming, outgoing, etc). I'm also told this has been resolved for the Gmail Add-In, but not the Outlook Add-in. Any timeline available when this basic function will be made available to Outlook users? Thanks!

Re: Logging incoming emails in Hubspot

mikebrown — Wed, 21 Apr 2021 05:00:37 GMT

@sharonlicari This feature has been requested numerous times over a long time, and is added to the Idea Forum under many different headings ("Forwarded Emails" "Logging Emails" etc. However as with most feature requests in hubspot, it takes forever (years!!) How this isn't a standard feature in Hubspot, when it's in all leading CRM software is baffling. This is one of the 2 main features that is stopping us moving to Professional, and in fact making us re-look at other CRM packages

Re: Logging incoming emails in Hubspot

DSchreiber — Thu, 29 Apr 2021 22:46:26 GMT

Hi Josh,

it would be usful if there would be a way to log an email without opening it.

With trackers, opening an email is a bit like opening a whatsapp these days.

Re: Logging incoming emails in Hubspot

TM1104 — Tue, 01 Jun 2021 15:39:32 GMT

What does YOURHUBID mean?! Your hubspot ID?