How to see if a sales person has replied to an email from a user?

Smart CRM & Sales Hub CRM
1

Hi all,

I have the following case here - our previous sales person has around 3k contacts assigned to him on Hubspot. Before we decide what to do with them we want to see if there has been any communication between the sales person and the contact, more specifically if there has been an email from the contact but the sales person didn’t respond (we want to prioritize those).

Is there any easy way we can do that - workflow or report? I can’t think of anything that specific.

Thanks in advance!

2

Hi @KSergieva11 ,

To identify unanswered emails from contacts sent to a specific salesperson, HubSpot’s workflows won’t directly address this, but reports can help. Here’s how:

1. Create a Custom Report:

  • Go to Reports > Reports and create a new Custom Report.

2. Choose Data Sources:

  • Select Contacts and Activities.

3. Filter the Data:

  • Under filters, choose:
    • Owned by: Select the previous salesperson’s name.
    • Activity Type: Choose “Email” (or “Email sent” for emails initiated by the salesperson).

4. Configure Report Columns:

  • Include these columns:
    • Contact Name
    • Email Date (from the Activities data source)
    • Last activity type (from the Activities data source)

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By using these steps, you should be able to identify your targeted and outreach contacts.

Hope this will solve your problem. Let me know if you’re still facing any issues.

3

@ArisudanTiwari that would return contacts which were sent an email – but not necessarily only those where this was the last touchpoint, would it?

4

Hi @karstenkoehler ,
This report will help in identifying contacts who are assigned to the respective sales rep and whom they have communicated with. You can then create a list of the remaining contacts where no communication has been done by that specific sales rep.

5

Hi @KSergieva11,

This should do the trick:

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Last contacted tracks the last date and time a chat conversation, call, sales email, meeting, or message was logged for the contact, Recent sales email replied date the date of the last time that the contact replied to a sales email sent from your connected G Suite or Outlook 365 email account.

Whether this works might depend on how you documented your incoming and outgoing communication. I’d recommend confirming by creating a filtered view and adding columns for ‘Last contacted’ and ‘Recent Sales Email Replied Date’ side by side – for easy comparison – and then do spot checks whether the results look correct.

Best regards!

6

Thanks @karstenkoehler , this worked great!

Really appreciate your constant support on HubSpot questions :slightly_smiling_face:

7

Hi,

How did you combile two filters like that? I am only able to select a date for “Last Contacted”. Thanks

8

Hey @KSergieva11

You can try building a custom report here with the primary source Contacts and then

  • In your HubSpot account, navigate to Reporting & Data > Reports.
  • In the upper right, click Create report.
  • In the Build from scratch section, click Custom Report Builder.
  • In the Data sources dropdown menu, you will see three marketing email sources:

And then select marketing emails replied is unknown :

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This way you can push out all the contacts whose emails are not replied.

9

@Gaurav_Aggarwal what does ‘Marketing email replied’ have to do with sales emails?

10

I agree, not sure if marketing email replied is the proper metric here.