topic Re: Smartlead email log in Third-Party Apps

Smartlead email log

Umashankar — Wed, 19 Nov 2025 13:24:29 GMT

I am sending an email from Smartlead, and it is logged as below.

I want to create a report and need a custom field to indicate whether the email was sent.

Is it possible to create a custom field when an email is just logged?

Re: Smartlead email log

Jaycee_Lewis — Thu, 20 Nov 2025 17:52:45 GMT

Hey, @Umashankar 👋 Can you share any steps you've already taken? Or screenshots from the report builder, even if it's not working as expected. I'm not sure what you want is possible, and more details can help. Jaycee

Re: Smartlead email log

Umashankar — Fri, 21 Nov 2025 10:21:47 GMT

I don't know where to start with a report that is the issue.
What I want to build is:
How many emails in a week does a salesperson send from Smartlead? Smartlead logs like the above, and it doesn't support any custom field data sync/push.

Re: Smartlead email log

Jaycee_Lewis — Tue, 25 Nov 2025 20:37:38 GMT

Hey @RichReed @Sanjaykumarm do you have any experience here? — Jaycee

Re: Smartlead email log

BérangèreL — Mon, 01 Dec 2025 10:11:36 GMT

Hi @Umashankar, I hope that you are well!

Here are some documentation that might be of interest:

- Define custom events
- Send custom event completions
- CRM API | Timeline events

I hope this helps!

Have a wonderful day! 🦌
Bérangère

Re: Smartlead email log

RubenBurdin — Tue, 16 Dec 2025 22:04:59 GMT

Hi @Umashankar , this is a pretty common point of confusion, so you’re not alone.

Short answer: you can’t create a custom property that gets set “when an email is logged.” Logged emails are activities (engagements) in HubSpot, not CRM records like contacts or deals. Activities don’t support custom properties the way CRM objects do, and there’s no workflow trigger like “when an email is logged” that lets you stamp a field automatically.

The good news is you don’t actually need a custom field for what you’re trying to measure. Since Smartlead is logging emails as email activities, the cleanest approach is reporting directly on activities. In the custom report builder, you can create an activities-based report filtered by email type and source, then group by owner and date to answer “how many emails per week does each salesperson send.” That’s exactly what the activities dataset is designed for (https://knowledge.hubspot.com/reports/create-reports-with-the-custom-report-builder )

Where it gets tricky is attribution. Logged emails don’t always carry a clean “sent from Smartlead” flag unless the integration adds a recognizable marker like a specific subject prefix, integration name, or logged-by user. In practice, teams usually filter by one of those signals rather than a custom field.

If you truly need a boolean like “Email sent via Smartlead = true,” the only real workaround is outside the standard logging flow. That would mean Smartlead sending a custom event or API call at send time, and then reporting on that event instead of the email activity (https://developers.hubspot.com/docs/api/events/custom-events).

But that requires Smartlead to support it, which you mentioned it doesn’t today.

So I’d start with an activities report and see if Smartlead’s logs include a consistent identifier you can filter on. That’s usually enough to get accurate weekly counts without overengineering it. Hope this helps.

Re: Smartlead email log

amjadkhatri — Thu, 08 Jan 2026 08:45:25 GMT

@RubenBurdin covered the native reporting angle well. From a production standpoint, if you're hitting Smartlead's API limitations, I've built a middleware pattern that solves this: intercept Smartlead's webhook (or poll their API), then use HubSpot's Engagements v3 API to write email activities with custom metadata in the "hs_email_headers" field. This lets you inject a "smartlead_campaign_id" marker that survives in the activity record.

The alternative is using Make.com or n8n to listen for Smartlead sends, then immediately POST a custom timeline event to HubSpot with your reporting fields. This decouples you from engagement object constraints and gives full control over your reporting schema. Works especially well when you need multi-dimensional reporting like campaign ID + sequence step.

In my experience, the middleware approach scales better than fighting native integration gaps—especially when your reporting requirements evolve beyond what stock connectors support.