There is surely a way to automatically fill in the email field in contacts using AI, through the following methods:
Recognize the email formatting pattern of this company’s contacts and replicate it for a contact whose email address is unknown but whose first and last name are available.
Find the person’s email in previous exchanges with them: they may be in the CC field of an email.
Also, how can we automate the filling of the phone or mobile field when the phone number appears in the signature of an email from said contact?
The goal is to populate the database with relevant information.
Auto-filling the email field would be really convenient to avoid repetitive typing and errors. It would be interesting to be able to clearly define in which cases HubSpot automatically retrieves a contact’s email address.
Hi @Liana and welcome, it’s a pleasure to have you on the HubSpot Community!
And thanks @Robthenry0 for your feedback, we appreciate it!
HubSpot AI can help keep contact records up to date by extracting phone numbers, mobile numbers, job titles, and other details from logged email signatures and message content.
To turn this on, go to Settings → Data Management → Data Enrichment → Tools → Conversational Enrichment and enable the relevant contact-enrichment options.
For unknown email addresses, HubSpot doesn’t currently create them by predicting a company’s email format from a contact’s name.
A verified third-party enrichment provider or custom integration would be the best option for this use case. We recommend validating externally sourced email addresses before adding them to your CRM, while letting HubSpot AI populate phone and mobile fields when those details appear in email signatures.
Welcome to the Community @Liana! I’m curious to know more about your use case.
When would the AI engage? Is this when you’re creating a contact? Or when they’re filling out a form? HubSpot CRM is based around email, so it’s definitely a critical piece of data. But HubSpot is also all about permission. So it’s usually the situation where you’re emailing someone from your email (Gmail or Outlook) and when your email is connected to HubSpot, the CRM will create the contact. But you need the email as part of this. I don’t see a scenario where I’d have a name but no email.
I ask this out of curiosity and to try & help. I’d love to know more about how you’d expect the tool to work, to see if there’s something I’ve helped with or have seen a client do.
Here’s a way you could think about it though.
If you want to infer an email from company patterns, you can detect patterns for the most part. But this is an educated hypothesis, not contact data. Even a company with a dominant pattern will have exceptions: duplicate names, acquired domains, contractors, regional aliases, legacy addresses, and role-based mailboxes.
If you want something like this, it’s probably not solely a HubSpot solution. You’ll likely need at least an email verification tool. Here’s how I’d see this possibly working:
Establish the company’s sending domain from confirmed contacts or the associated company’s website/domain.
Analyze a sufficient sample of confirmed email addresses for the company.
Generate candidate addresses for name-only contacts.
Store the result in a property like “Proposed email address,” not the primary Email property.
Send it to an email-verification service or enrichment provider.
Only promote results with an appropriate verification status and confidence threshold.
Preserve the source, date, pattern used, and confidence for governance and auditing.
And as @Berangere offered, that data enrichment is a feature in HubSpot. It’s not perfect (I’ve never seen a tool that is) but it’s definitely helpful.
