Dealing with Email Associations Limit in Hubspot: Seeking Advice

[MVerma57]

Hi,

We’re working with a company that has reached the email associations limit, and HubSpot support suggested creating a new company record and converting the current one into an “archive” company.

Here’s what we’re thinking could be the potential solution:

• Deals and Contacts: Existing deals, contacts, and associated records will remain tied to the original “archive” company unless manually reassigned to the new company. This could lead to fragmented data if not carefully managed.

• Workflows: Workflows that trigger based on properties or activities of the current company might break. We would likely need to review and update these workflows to reflect the new company record.

• Reporting: If reports are currently pulling data from the original company, they would need updates to ensure accurate reporting.

We’d love to get the community's perspective: Would creating a new company and archiving the current one affect other elements in HubSpot, like deals, workflows, and reporting? Is this a common approach, and are there best practices to follow when doing so?

[kennedyp]

Hi @MVerma57! Welcome to the Community-- happy to have you here 😊

This is a great question. When you reach the email association limit for a company, you will no longer be able to associate new email activities to this record, but no other object/activity associations will be affected. 

Specifically addressing your question of how this affects other elements in HubSpot, like deals, workflows, and reporting, the new company would behave as its own company and will appear on reports and in automation as such. You may need to set those object associations manually, but you could have them associated with both companies. 

Some ways I can suggest to manage these association limits would be: 

• Export the associations (KB) for this record to retain a snapshot file of this record's associations then delete stale associations using HubSpot APIs and continue using the same company record
• Disregard this notification
  • You may get reminder emails once a month if you choose to disregard this notification. You will no longer have new emails associated with this company

Let's invite some of our subject-matter experts to chime in! @LouiseHare, @karstenkoehler, @Lucila-Andimol do y'all have any suggestions for managing Companies that have reached the email association limit? Thanks! 

Best, 
Kennedy