In my case, this results in a lot of "pollution" on a given deal. For a given company, I may have 50 or 60 ongoing deals, and I may have sales e-mails going out to 10 or 20 people per day. Each of these emails is then attached to the five most recent deals, even though they have nothing to do with them.
It doesn't seem like there is a setting for this behavior, and I'm frankly baffled that it doesn't impact more people negatively.
Does anybody know of a workaround to prevent automatic deal association, except with people explicitely attached to a deal?
Thank you so much for hearing your community's request and developing a fix. Our records were an absolute nightmare before this setting. And if an email thread has a similar subject line, the auto association to the last 5 deals caused an absolute cluster #@!% . We couldn't keep track of which email thread went with what deal, and it was insanely time-consuming to manually fix all the associations every single day for dozens of new deals. THANK YOU FOR BEING SUCH A GREAT COMPANY!
Great news to hear that it's in development! We have multiple deals per contact and company. The automatic rule of associating emails to 5 open deals is creating a mess. At minimum, the ability to change auto-asscocitate to a single (1) recent deal or turn it off would be great. Ideally, Hubspot would do a smart search of the deal name and email thread to associate to a given deal.
Currently, workarounds would rely on a custom coded solutions - which isn't great. I'm not aware of anything that I would consider easy to implement or to manage. For now, users will have to manually adjust the associations, unfortunately.
There are good news, however. HubSpot just announced that the product team is working on this. It's not here yet, but it's in development:
CRM Platform
Configure Activity Association Defaults
Mar 5, 2024
Note
This record includes updates regarding current development efforts for our existing or new products or services. These updates are not intended to be a promise or guarantee of future availability of products, services, or features but merely reflect our current plans based on factors currently known to us. They also are not intended to indicate when or how particular features will be offered or at what service tier(s) or price. These planned and future development efforts may change without notice.
What is it?
Within a new settings UI, admins will be able to configure the default activity association logic for logging activities on contacts, companies, deals, tickets, and custom objects records. They will be able to set default logging rules based on the object type of the record they’re logging from, the activity type, and the object type of the record to log the activity to.
Why does it matter?
Currently, when a user logs an activity onto a record there is inflexible and nuanced logic that determines which activities are logged to associated records of other object types. The default logic shows up as records getting automatically checked when reps are logging activities on records. This new functionality will allow admins to have flexibility and control over what they want their logging defaults to be. Reps can also spend less time manually adjusting for the inflexible default logic that currently exists.
How does it work?
Admins will be able to configure the default activity association logic based on: starting object type (object type of the record they are logging from), activity type (e.g. email), and the ending object type (object type of the associated records to automatically log to)
Options to choose from for the starting and ending objects include: contacts, companies, deals, or tickets
Enterprise customers can also configure the default logging logic for custom objects
The activity types that admins will be able to configure logging rules for are: notes, SMS, calls, tasks, meetings, emails, postal mail, LinkedIn messages and WhatsApp messages
In the first phase of this project, the logging options will include:
Log to none
Log to 1 most recently associated [object type]
Log to all
Additionally, when logging activities from a contact, deal, or ticket record to associated companies, there will also be an option to “Log to Primary Company”
Note: When logging emails to contacts or logging calls to companies, the option will still include any recipients in the emails or calls
The new default experience will also be updated so that when activities are logged to associated deals, the activity is only logged to 1 most recently associated open deal instead of the current logic of logging to 5 most recently associated open deals
The default logic rules will determine how activities are logged by default to associated records of other object types when reps are logging any of the above activities on a contact, company, deal, ticket, or custom object record
Note: Any references to custom objects only apply to customers with at least one Enterprise subscription
Who gets it?
All hubs and tiers can configure activity association defaults. Enterprise customers also have the option to set the default activity logging logic for custom objects.
Best regards!
Karsten Köhler HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer