How to Stop Lead Creation if a Contact is associated with a Deal?

[PvanderValk]

We are working on a Deal. We associate Contacts to that Deal. However, when I send one of those Contacts an email and put the HubSpot email in Bcc, a Lead is automatically generated.

I want to log the communications for a Deal, so I need the Bcc, but I don't want to have to clean up Leads generated by an automation that I don't think I have control over.

How can I change auto-lead creation that is triggered by the Bcc?

Thanks for any insights

[himanshurauthan]

Hi @PvanderValk, 

To stop HubSpot from creating leads when BCC'ing emails, disable automatic contact creation in Objects > Activities settings. Use the HubSpot Sales email extension to log only relevant emails. Manually associate emails with deals after sending them. Create custom properties and workflows to manage contacts and deals efficiently. Regularly review your CRM to ensure accuracy.

Best regards, 

[franksteiner79]

Hi @PvanderValk 

Interesting dilemma! Just to clarify when you say a lead gets created, do you mean a lead object or something else?

If it's a lead object, have you check the record source to establish how this gets created? To my knowledge HubSpot does not automatically creates lead objects, admins define how and when these get created.

If it's not the lead object you are referring to, can you provide more details - ideally screenshots so we understand what you are talking about?

Thanks

Frank

[PvanderValk]

Thanks Frank. Yes, I meant Lead Object. I was under the impression that was generated automatically by HubSpot. If that is not the case. I will go through the automations that were setup before we really started the think about using Leads (the Object). I will keep you posted

[PvanderValk]

At least in one use case, it seems that two automations were to blame. One was the standard automation that when adding the Bcc email on an email to a new Contact, HubSpot creates that Contact and assigns the Lifecycle Stage value of Lead. That triggered a 2nd automation that created a new Lead (Object) each time a Contact was moved into a specific Lifecycle Stage (called Lead).

Tnaks again.

[franksteiner79 · Accepted solution]

Hi @PvanderValk 

Got you! When you start using the lead object for the first time you get prompt to define lead object creation. From my fleeting experience people tend to forget they did that but you can change (or my recommendation would completely deactivate that) in the lead object settings.

And then use workflows, reason being lead object for net new contacts and existing customers requires a more nuanced way of creating them than is currently possible with HubSpot's default options.

Frank

[MaCmalds19]

Thanks! How can I go and edit this or view the prompt again for defining lead object creation?

[franksteiner79]

Hi @MaCmalds19 

The default settings are under Settings > Data Management > Objects > Leads and their under the pipeline tab:

It is the lead creation setting. Although this is switched on here (this is one of my test portals) my recommendation would be to disable this completely and then use workflows to allow for a more granular triggers that then create a lead object.

Frank