I understand that HubSpot will log emails when a recipient/sender is associated with the domain of a company, but what about when we discuss a company/contact internally? How can we make sure that those emails are logged under a contact/company without having to do so manually?
We were considering creating a dummy contact with an email address like contact@companydomain.com. However, we would still need to remember to include this in any emails we send, AND deal with bounced email notifications, as it isn’t a real email address.
I don’t think this can be done at scale without custom code - for example a contact based workflow that triggers for each logged email, then uses a custom code action to scan for company name mentions and established the association.
Frankly speaking, I wouldn’t bother with that however. It’s going to be error prone due to misspelled company names alone. I would make sure everyone manually associates the activity correctly - it’s a matter of a few seconds and it works reliably, and that’s what counts.
I wouldn’t pursue the dummy contact route. You mentioned some reasons already. I also see a big risk in accidentally coming up with an address that exists - delivering potentially confidential information to recipients who shouldn’t receive it. One catch-alll policy and things are going to get embarrassing very quickly.
I would use the notes (or logged activity) feature and track any internal convos in there instead. I feel that the dummy contact would create confusion and a CRM management nightmare and would not be worth it.