HubSpot GMail Extension Adding Unrelated Emails to Deals

[adanay]

Hello!

My team uses the HubSpot Gmail extension to log client emails to the relevant deals. However, when creating a new deal it automatically pulls in unrelated emails from that company and contact. For example, a deal that was created today had emails tied to it from early February. Sometimes the contact isn't even the contact tied to the deal. The only default associations we have on our log and track extension settings are Existing Contacts and New Contacts. Any help or insight to this issue would be greatly appreciated. Thank you!

[karstenkoehler · Accepted solution]

Hi @adanay,

There are a few components to this.

Firstly, when you send an email using the Chrome extension, you as the sender need to choose which records this email should be logged to, especially with multiple open deals: https://knowledge.hubspot.com/connected-email/track-and-log-emails-with-the-hubspot-sales-chrome-ext...

If the deal is not yet created, upon creation, HubSpot will ask you what should happen with activities of the about to associated records. For example, if you create a deal and associate two contacts and one company, HubSpot will ask you whether you want to pull activities into the new deal and if yes, how far back.

Next, there are the association defaults: Under Settings > Activities > Associations, you can specify what should happen when an activity is logged to a record – and whether it should get logged to associated records as well.

Lastly, you can always clean up associations by following these steps: https://knowledge.hubspot.com/records/associate-activities-with-records#associate-an-existing-activi...

If you keep all of the above in mind, there shouldn't be any unexpected activity logging to records. If you do experience anything that is contradicting what I shared, please provide more context and details.

Best regards!

[karstenkoehler · Accepted solution]

Hi @adanay,

There are a few components to this.

Firstly, when you send an email using the Chrome extension, you as the sender need to choose which records this email should be logged to, especially with multiple open deals: https://knowledge.hubspot.com/connected-email/track-and-log-emails-with-the-hubspot-sales-chrome-ext...

If the deal is not yet created, upon creation, HubSpot will ask you what should happen with activities of the about to associated records. For example, if you create a deal and associate two contacts and one company, HubSpot will ask you whether you want to pull activities into the new deal and if yes, how far back.

Next, there are the association defaults: Under Settings > Activities > Associations, you can specify what should happen when an activity is logged to a record – and whether it should get logged to associated records as well.

Lastly, you can always clean up associations by following these steps: https://knowledge.hubspot.com/records/associate-activities-with-records#associate-an-existing-activi...

If you keep all of the above in mind, there shouldn't be any unexpected activity logging to records. If you do experience anything that is contradicting what I shared, please provide more context and details.

Best regards!

[franksteiner79 · Accepted solution]

Hi @adanay 

Just adding to @karstenkoehler's points - I would recommend looking at how deals are created. Depending on you "create deal form settings" there is an option enforce contact and company association - which is good, but this auto-checks the automatic association of past activities (see screenshot below).

To me, that's the most likely reasons for association of historic activities.

Frank