Automatically tracking email to the right deal of contact

[rh7]

Hi,

for our retail business we are working with a vendor of software licenses and resellers. We typically only have one contact at the vendor for all deals and we have only one contact at our resellers for all deals. 

Hubspot automatically assigns all communication with one contact to all deal, which requires us to manually correct all associations. This creates a lot effort and is error prone. 

How can I configure Hubspot to selectively assign all communications only to the related deal?

[karstenkoehler · Accepted solution]

Hi @rh7,

If you're using the sales extensions such as the Outlook add-in, you can specify which records an email should be associated to before sending: https://knowledge.hubspot.com/email-tracking/track-and-log-emails-with-the-hubspot-sales-outlook-des...

The automatic association rules that apply once an email is sent cannot be further configured, see here: https://knowledge.hubspot.com/crm-setup/associate-activities-with-records

Best regards!

[rh7]

Hi Karsten,

thanks. If I experienced it correctly:

How can I avoid that the contact activity is associated with the five most recent open deal records?

I'm not using Gmail. Instead I use Outlook or work directly in the HubSpot Web App. To me it looks that this is still a pain:

https://community.hubspot.com/t5/HubSpot-Ideas/Possibility-to-disable-automatic-association-to-deals...

[karstenkoehler]

Hi @rh7,

As I explained in my previous reply, you have the option to customize the associations before you send an email but the automatic rules cannot be configured. It is currently not possible.

Yes, you can upvote the thread you linked. The product team reviews these requests based on popularity.

Right now, what you're trying to achieve cannot be achieved after the email has been sent. You need to select the deal manually before sending the email.

Best regards

[rh7]

Hi Karsten,

thanks for your reply. I'm aware that I can associated an outgoing email with a deal, but the reply is then associated with multiple deals which causes a mess and significantly decreases my productivity, because I have to manually fix the associations.

I used to use Dynamics Sales. With that you could assign manually in- and outgoing email with the regarding feature to deals/opportunities. Also the reply was still associated with only with the related deal.

It looks that HubSpot does not take any action anymore on the idea. I have raised a new one:

https://community.hubspot.com/t5/HubSpot-Ideas/Associate-incoming-email-only-with-the-related-deal/i...

For association in the inbox I upvoted here:

https://community.hubspot.com/t5/HubSpot-Ideas/Add-Activity-Associations-Dropdown-to-Conversations/i...