Currently, our teams log emails to HubSpot via the Outlook Sales Add-in, but we’re looking to move towards sending emails directly from HubSpot.
One challenge we’ve identified is the lack of a simple way for users to view all emails they’re involved in across all contact records.
In the Email object index, users can filter emails by Email To Address, Email From Address, and Email CC Address, but these filters only allow you to search for specific email addresses that already exist as contact records. There is no dynamic option such as “Me” that automatically references the logged-in HubSpot user’s email address. If the user does not have a contact record (why would they?), then the email address is not selectable. You also cannot manually add an email address.
For example:
- Sarah is a sales rep who regularly sends, receives, and is copied into customer emails.
- She wants to see all emails she’s involved in across HubSpot.
- Sarah does not have a contact record in HubSpot (and we do not want employees to have contact records for data privacy reasons).
While the Activity Assigned To filter exists, it doesn’t solve this use case because multiple HubSpot users can be involved in a single email conversation through the To, From, and CC fields.
Suggested enhancement:
Add a dynamic “Me” option to the following filters:
- Email To Address
- Email From Address
- Email CC Address
When selected, HubSpot would automatically use the logged-in user’s email address. This would allow users to quickly find all emails they have sent, received, or been copied into without requiring employee contact records.
This enhancement would make the Email object much more useful for sales and customer-facing teams while avoiding the privacy and governance concerns associated with creating staff contact records.
Has anyone else encountered this limitation or found an alternative approach?