Big thanks to all! @kvlschaefer @danmoyle and @jolle
@jolle , I have actually been using some of the solutions you suggested, some are new, but very useful!
I already have this one activated, but unfortunately, it doesn’t work for copied contacts. It pulls available data for contacts that respond.
It sounds like you may be using this already, but you can toggle contact property population using HubSpot AI (here is the Knowledge Base article with more info). But there is fine print:
HubSpot AI will only scan the email signature of the first response from a contact for any eligible contact properties. If no eligible properties are detected in the email signature of the first response, but they are included in the signature of a subsequent reply, HubSpot AI will not populate any of the properties on the contact record.
While this may help for contacts who respond, it won’t pull in info for the copied contacts.
I will definitely create a list to keep a track of all those! I’ll be able to spot the contacts that can be deleted/will never be used in marketing campaigns.
I think I will also revive tasks/notifications to sales owners of these contacts, will apply the right filters to make sure this is only send if contact is assigned to a customer/prospect company. (properties in our CRM).
If the answer is no, then I would try adjusting your email log and track settings to see if there are any email addresses that you can exclude. You can also create a running list of contacts created by the HubSpot sales extension for easier tracking and cleanup (using the “Original Source” properties). Check out these properties specifically for your CRM, but they should look something like:
- Original source = Offline source
- Original source drill-down 1 = SALES/EXTENSION
- Original source drill-down 2 = Email integration/BCC to CRM
You can use those properties to identify contacts who are being created from logged emails. You can then layer in unknown properties (i.e., AND First name = Unknown) to round up contacts with missing data.
You could then easily back up and delete the contacts on an ongoing basic.
Alternatively, you could send them back to the contact owner to complete. This could actually exist as a workflow that would assign a task/send an internal notification/send follow-up emails if the record is still incomplete.