Hello,
I’m reaching out with the hope of receiving some assistance, as I’m relatively new to handling HS.
We’ve nearly reached the maximum number of contact records allowed within our current plan. While upgrading our plan seems like the straightforward solution, it’s not a viable option at the moment. Therefore, we’d like to seize this opportunity to conduct a thorough cleanup of our contact records, as we suspect that many of them have become ‘dead ends’. In order to achieve this, I’ve been contemplating the implementation of a report or the application of filters to our contacts based on the following parameters:
- Evaluation of contact age
- Analysis of recent activity
- Review of contact status
Do you have any suggestions on the most effective approach to achieve this? And how to do it? Would it be more appropriate to set up a filter or to generate a report?
Hi @BoostAI,
If you want to approach this with an individual review of contacts, then a filtered view on the contacts index page (Menu > Contacts > Contacts) is your best option. It allows for inline editing and you can specify which columsn you want to see for the review, among them a custom property that you need to creat, “Review of contact status”.
In terms of columns needed for review, here’s what I’d suggest:
- Create date
- Email
- Last activity date
- Next activity date
- Last marketing email click date
- Last marketing email reply date
- Email hard bounce reason
Besides this manual review, I’d recommend building lists for contacts that you can likely bulk delete. (Check whether these criteria make sense for you before you delete, of course.)
- Email hard bounce reason is known OR
- Email is unknown OR
- Email domain is any of [competitor email domains] OR
- Invalid email address is equal to True OR
- Unsubscribed from email address is True OR
- Email domain is any of [temporary email domains, see here]
You might also find this thread helpful: Any thoughts on HubSpot CRM data clean up?
Let me know if you have any follow-up questions!
Hi Karsten,
I liked the list idea. How would I actually create it?
Hi @BoostAI,
You can find instructions for the first half (the filtered view on the index page) here: View and filter records
For a list to filter contacts according to the second half of my reply, you can find instructions here: Create segments
Let me know if and, if so, where you’re getting stuck!
Thanks. Should the list be static or active?
Hi @BoostAI, if you want to do this on a regular basis, I’d recommend an active list.
Hei @karstenkoehler a quick question. Why did you use OR when built the list and not AND?
Hi @BoostAI,
Contacts must fullfill any of the criteria (OR) and not all of them at once (AND). If you use AND, chances are the list will be empty, see here: https://en.wikipedia.org/wiki/Logical_connective
OR means one of the criteria has to be true. AND means all of the criteria have to be true at the same time.
Any idea why is my last activity date criteria is not working? Am I missing something?
Hi @BoostAI,
Have you checked whether the contact meets any of the other criteria of your list? He might not be eligible for clean-up because of the last activity date but because of another criterion.
