How to attach email to a deal?

SOLVE
TT
Participant

Hello,

 

We're trying to import email conversations to a deal that was just created.

Is there a BCC address that I can send the email conversations to, and assign them to deals?

 

Most of our conversations are emails so this feature is very important for us.

 

Please advise.

 

Thank you in advance,

Keane

1 Accepted solution

Accepted Solutions
Josh
Solution
Recognized Expert | Platinum Partner

Hi @TT,

 

Be sure that there is a contact associated with the deal. After that, you can forward emails related to that deal (which include the associated contact) to your HubSpot forward address. 

 

Your forwarding address should be: YOURHUBID@forward.hubspot.com.

 

For ongoing communications related to the deal, you can log those emails as normal either through the email client integration or using the BCC address, which is : YOURHUBID@bcc.hubspot.com.




Did this post help solve your problem? If so, please mark it as a solution.

Josh Curcio

HubSpot support and inbound marketing for OEMs, contract manufacturers, and industrial suppliers.
HubSpot Platinum Partner & HubSpot Certified Trainer

View solution in original post

33 Replies 33
Josh
Solution
Recognized Expert | Platinum Partner

Hi @TT,

 

Be sure that there is a contact associated with the deal. After that, you can forward emails related to that deal (which include the associated contact) to your HubSpot forward address. 

 

Your forwarding address should be: YOURHUBID@forward.hubspot.com.

 

For ongoing communications related to the deal, you can log those emails as normal either through the email client integration or using the BCC address, which is : YOURHUBID@bcc.hubspot.com.




Did this post help solve your problem? If so, please mark it as a solution.

Josh Curcio

HubSpot support and inbound marketing for OEMs, contract manufacturers, and industrial suppliers.
HubSpot Platinum Partner & HubSpot Certified Trainer

View solution in original post

TT
Participant

Thanks for the answer,

 

However, does this mean that I can never archive any emails that I've been having with my client onto the deal page?

I would like to forward previous emails to the deal page without making my client receive the same email again.

 

Please advise.

 

Thank you,

Keane

0 Upvotes
sabrinag
Member

But I would want that email to be forward to the deal, not the contact.  How in the world am I supposed to do that?

0 Upvotes
OLukavetska
Contributor

Hi,

Let me clarify one point. 

Do you mean that there are contacts, emails, deals (as well as other modules) on the current CRM, and the contacts have relarions to emails? But you wish to migrate them to another plartform with another relations (emails-deals)?

rwaldrondesigns
Participant

My emails are not associating with my deals, and sometimes we have emails to say, a sales rep, that needs to be associated with the deal. It would be great if the deal had it's own email or if we could simply have a pull down to associate a particular email to a deal.

jennysowyrda
Community Manager

Hi @rwaldrondesigns,

 

If your emails aren't logging to deals as you are expecting, please begin by checking out the documentation for the extension you use: 

 

Gmail 
Outlook

Associating activities with specific records

 

Thanks,
Jenny

0 Upvotes
Ella1
Participant

Hi,

 

I guess I am in the same situation as other here, please let me try to explain my problem.

I have let´s say 3 deals which all share the same contact (working on multiple leads with the same contact). Whenever I am logging an e-mail to HubSpot, that I send to this contact, that e-mail is being stored under all three deals. That makes no sense to me.

Would it be possible for instance to add a function that whenever you insert a recepient address into Outlook, all deals associated with that contact appears, and you can check the deal you want this e-mail to go to?

 

Makes sense?

 

 

Thanks,

Erlend

joshua-paul
Top Contributor | Platinum Partner
The good news is that there is a solution for situations like this. The bad news is it’s somewhat of a manual solution. You can go into each deal record and disassociate activities like specific emails from that deal. The email still stays associated with the contact, but it does not show up in the deal timeline.
videnda
Participant

Hi Erlend,

 

We're having exactly the same issue here: one contact could have multiple deals associated with them.

 

It'd be really useful to have the ability to assign followup emails to the specific deal, rather than to the contact.

 

I hope HubSpot can work on a solution to this. It'd undoubtedly benefit many of their customers.

 

Best regards,

Shane

rmarchionni
Member

Same issue here. The necessity is to send a mail from Outlook having the possibility to select a particular Deal associated to the destination Account of the mail itself.

A combobox on the HubSpot Sales Extension would be perfect.

The mail should be found on the Deal Log Timeline.

 

 

Bjornar
Participant

I have used some other ... one other... CRM-system, and they had "Deal specific BCC-adresses" as well as  "Company specific" bcc-adresses

wisnieja
Participant

Josh your explanation doesn't cut it for me. I work with the same contacts on many different deals. 

BobSchwieterman
Participant

VERY MUCH looking forward to HubSpot having ability to link an email to a deal and not a contact.  

Bellefield
Participant

Yes, I would like to be able to easily associate an EMAIL to a deal and not always a contact.  We have many contacts that will email us about different deals.  I can't remember how to associate the EMAIL in my conversation inbox with a deal.  

 

There is some instruction somewhere about forwarding the mail to our HubSpot forwarding email address but I don't know how to FORWARD emails.  I only see a REPLY option. 

 

I'd like to suggest that when instructing us in WHAT to do that you would also provide steps on HOW to do what you are suggesting.

 

Thanks

TobiasSte
Participant

I can only second what has been said before. However, from other CRMs I know the function that a forwarding email, similar to the one you mentioned, Josh, is available to attach an email to a deal.

 

e.g. YOURHUBID.DEALID@forward.hubspot.com

 

Is there something like this and I am just not seeing it?

 

Thank you

Tobi

vbnvaidy
Participant

Hi Josh,

When I forward the email from connected inbox to hubspot forward address the forwarded emails get associated with the contact which is fine, but it also gets associated with all the deals that the contact is part of which does not suite in general.

We work with same contact on multiple deals, so the forwarded email should not be associated to the deals but can be associated with the contacts.

Once it is associated to only contacts then we can choose to which deal or ticket the email needs to be associated to.

Forwarded emails automatically associated to multiple deals that the contact is part of can be manually disassociated from the deals, I agree that there is a manual solution, but it is not appropriate and it is kind of a unproductive or dual work for us.

 

So I look forward to a solution or method where forwarded emails from connected inbox, should not be automatically associated with the deals that the contact is part of.

 

Look forward to your inputs and guidance on the same

davehillclimber
Participant

Unfortunately this does not help because it does not provide an easy way to separate multiple deals from one contact. Please, we really need this.

PamCotton
Community Manager

Hello @davehillclimber 

 

I would highly recommend you to please post this idea at our ideas forum (here).

Our product team, who monitors the forum regularly, can read your specific use case and understand why this would be a useful functionality or change. It also helps other customers facing the same issue to advocate for its implementation on your behalf by upvoting on the thread as well.

 

Pam

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0 Upvotes
MSnoeck
Member

Hi Josh, I'm sorry, but I don't see what should be in YOURHUBID@forward.hubspot.com? 
Where do I find the right one? What does Your Hubid mean? 

0 Upvotes
Ella1
Participant

In your upper right hand corner, click your Company Name, and a meny will appear. You will find your company´s Hubspot ID that you will need to insert as the YOURHUBID. Ours is 7 digits.

 

0 Upvotes
JonathonC
Member

What about if it's an internal email and I don't want to cc the client? Example... "guys, this client is real pain in the a***!! Anyone have any advice for me?". Is there a way to add the email to the deal thread? eg, is there an address like THISDEALID.YOURHUBID@forward.hubspot.com or something like that??

AWright1
Member

Hey Josh - 

I am hoping you are still working with Hubspot. I am having an issue related to attaching attachments that are linked to deals, in emails from Hubspot. When I go to upload a file, it doesnt show any of the PDF quotes we have generated. It will not show any of the attachments listed in the deal. All of my team is having this issue. Is there a solution? THANK YOU! 🙂

 

0 Upvotes
ee
Participant

Not sure if this helps because it is an extra step, but you can go into the contact's activity feed and hover over the email, then a pop-up shows that lets you associate it with the deal (and disassociate it with the contact if you want). 

Ella1
Participant

Hi!

Yes, helps in a way, but it´s way too much double dipping than necessary. We´re sending probably 100s of emails to HubSpot every week and it would take too much time to go in an disassociate that specific email to that contact.

The only way to solve the problem, in my mind, would be for HubSpot to develop an office extension which would bring up any deal the contact I am sending an email to, and then for me to select the deal I want to associate the email to.

 

Thanks.

rmarchionni
Member

Exactly.

0 Upvotes
ee
Participant

Yes, that would be much better. It would also be nice to be able to create a deal from the outlook extension. 

davehillclimber
Participant

Ella1 hit the nail on the head. We need this feature yesterday!

0 Upvotes
DigitalMatt
Member

I also agree, having the option of tracking emails by deal instead of contact is a much better solution for my needs.  I work with the same customers and contacts all of the time and the deals get cluttered or are missing emails that occured before the deal was created.

ElectroScan
Participant

We really need this feature! Our whole team uses outlook ... 

0 Upvotes