HubSpot auto-creating contacts from emails

[KOrtizCCS]

We are running into an issue with HubSpot autocreating contacts (pulling incorrect information) and autoassociating companies.

When the AE sends an email or replies to an email, it adds the new contact to HubSpot (they could be copied or BCC'd); sometimes, this could include other competitive firms. It also creates a new company for that contact if they are not in our system.

If possible, we want to turn this feature/automation off because it's causing a lot of duplicate companies and incorrect data. 

I have deselected Fill Contact details from emails with HubSpot AI in Contact Object settings, as well as Create and associate Companies with Contacts in Company Object settings. 

Will this solve our issue or am I missing something? 

[franksteiner79 · Accepted solution]

Hi @KOrtizCCS 

You are halfway there.

In order to stop the creation of new contacts you have to check your sales plug-in settings. Personally, I have only ever used GMail and as an admin you can define "global" settings which stop the automatic creation of new contacts which are part of email threads.

Frank 

[franksteiner79 · Accepted solution]

Hi @KOrtizCCS 

You are halfway there.

In order to stop the creation of new contacts you have to check your sales plug-in settings. Personally, I have only ever used GMail and as an admin you can define "global" settings which stop the automatic creation of new contacts which are part of email threads.

Frank 

[KOrtizCCS]

Thank you @franksteiner79. How would I do this in HubSpot and/or Outlook? 

[franksteiner79 · Accepted solution]

Hi @KOrtizCCS 

I have no idea how to set this is in the Outlook extension but in the GMail one it looks like this:

By not selecting "New Contacts" no new contacts who are in email threads with existing contacts will be created in HubSpot.

I would assume there is a similar setting in the Outlook extension settings.

Frank

[STierney]

Hey @KOrtizCCS - thanks for following up here!

I found this knowledge base article, which outlines how to customize your Outlook Sales Extension! I'd also give @franksteiner79 some time to reply in the event that he has any specific information for us here!

Shane, Senior Community Moderator