I have the Gmail integration turned on with my Hubspot account, which is extremely helpful in saving manual time doing data entry, but the only downside is that it bypasses my required fields when adding a new contact or company.
A little context:
When creating a new company or contact in Hubspot, we have designated specific fields which are required in order to add it to the system. This ensures our people are putting in the most important data from the get-go without getting lazy.
However, when contacts or companies get synced via the Gmail integration, our property requirements get bypassed. As a result, those contacts and/or companies won’t have the required fields filled out like they usually would if created directly in Hubspot.
Does anyone else have this problem? Any ideas on how to keep this from happening without turning off the integration?
An idea I was thinking of would be some sort of review process where Hubspot clearly shows all of the new companies/contacts which have been recently imported but still do not have all the required fields.
“Contacts missing information”, etc
Thanks in advance!
Hi @davidmucci77,
I’m not aware of any features of the Gmail integration that would enforce required fields for automatically created contacts. However, there are various ways that I can think of to approach this.
First, you could create a contact-based list that filters for contacts where one of the required fields is missing (x is unknown or y is unknown or z is unknown etc). You can then use this list to create a filtered view on the contact index page (Menu > Contacts > Contacts), clicking All filters > List membership and saving this view. This allows you to quickly see which contacts need to be updated. You would not be notified and could do this whenever you find the time.
Next, you could create a contact-based workflow based on the same list which waits for an hour or two (giving you and the team to maintain information) which then sends an internal email notification to you as a reminder to update the missing information on the contact record.
Lastly, you could also create a custom report that is sent to you on a recurring basis and visualizes which contacts are missing the information and how many there are. Reports and dashboards can be sent daily / weekly. This would work well when combined with the first option above.
Let me know if I should elaborate on any of the points.
Best regards!