CRM

PAtlan
Contributor

Preventing automatic email association with deals

SOLVE

Hi all, 

 

As explained in this article: https://knowledge.hubspot.com/records/associate-activities-with-records , Hubspot automatically associates e-mails logged in to a company with the five last open deals in the company. 

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?


Thanks !

1 Accepted solution
karstenkoehler
Solution
Hall of Famer | Partner
Hall of Famer | Partner

Preventing automatic email association with deals

SOLVE

@PAtlan @GLloyd1 this is now in private beta 🙂 Replace the 123456789 with your own portal ID: https://app.hubspot.com/product-updates/123456789/?update=13932379

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

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4 Replies 4
GLloyd1
Contributor

Preventing automatic email association with deals

SOLVE

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. 

karstenkoehler
Solution
Hall of Famer | Partner
Hall of Famer | Partner

Preventing automatic email association with deals

SOLVE

@PAtlan @GLloyd1 this is now in private beta 🙂 Replace the 123456789 with your own portal ID: https://app.hubspot.com/product-updates/123456789/?update=13932379

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

Did my post help answer your query? Help the community by marking it as a solution.

GLloyd1
Contributor

Preventing automatic email association with deals

SOLVE

Thank you for the update!

karstenkoehler
Hall of Famer | Partner
Hall of Famer | Partner

Preventing automatic email association with deals

SOLVE

Hi @PAtlan,

 

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
 

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

Beratungstermin mit Karsten vereinbaren

 

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