Need Help with Custom Property or Alternative for Marketing Email Status in Dashboard

[KBrandt0]

Hi HubSpot Community,

I’m looking for a way to create a dashboard that gives our sales representatives an easy overview of their contacts and their interaction with marketing emails. Ideally, we want to see:

• Contact Name
• Email
• Mobile Phone
• Phone
• Marketing Email Status (Sent, Delivered, Opened)

The goal is to make it easier for sales reps to follow up based on a contact’s engagement with marketing emails. Currently, we’re struggling because:

Tasks don’t provide the necessary tracking for email engagement.

The marketing email overview inside HubSpot doesn’t give a complete picture of the contact without clicking back and forth.

Does anyone have a solution? Would it be possible to create a custom property that tracks marketing email status, or is there a better alternative? Any help or suggestions would be greatly appreciated!

I have attached a screenshot of how it currently looks. 

Thanks in advance!

[KBrandt0]

Thank you for your response!

The way our sales reps work with this is unique to each marketing email. For example, a sales rep might send out two different marketing emails about two different products to a different list of potential customers.

To follow up effectively, we need a clear and easy-to-access overview of whether a list of contacts has opened a specific marketing email. This would allow the sales rep to quickly see:

"Okay, Contact B has opened my email. I can call them at their phone or mobile number"

— without having to click back and forth multiple times.

Thanks again for your help!

[karstenkoehler · Accepted solution]

@KBrandt0 in that case, I would do the following:

1. Create a contact-based list of contacts who have opened the email
2. Create a filtered contact view based on membership in this list
3. Add another filter for 'Contact owner is Me'
4. Share the filtered view with your sales reps
5. Repeat steps 1-4 for new emails

Would that work? A custom property solution would entail even more steps and would not scale well.

[KBrandt0]

Both yes and no. We would also like to be able to see those who have received the email, and potentially other filters such a quarentined, not sent etc. 

Basically, what we want is the same view as we have som the marketing email, but with company, mobile phone and phone number. 

[karstenkoehler]

@KBrandt0 I'm not aware of any native ways to set up such a report, filtered view or list.

[KBrandt0]

Fair, seems like there is no solution to the request then 🙂 

[karstenkoehler]

Hi @KBrandt0,

There are ways to access this information in the custom report builder, you should see data sources for marketing email activities, marketing email analytics etc. However, they don't always support the visualization you might be looking for.

Could you explain how sales is planning to work with this information? Do they need this information on a per marketing email basis or just general interaction metrics?

If so, this could also be solved with an engagement score: https://knowledge.hubspot.com/scoring/build-engagement-scores

Alternatively, there are also contact properties which document some things automatically:

---

• Marketing emails delivered: the number of marketing emails delivered for the current email address.
• Marketing emails bounced: the number of marketing emails sent from your account that hard or soft bounced (this does not include global bounces, that are bounces in any account in HubSpot's system for a permanent reason, such as an invalid recipient).
• Marketing emails opened: the number of marketing emails opened. This value is incremented at most once per email so if the same email is opened multiple times, this value will only increase by one. Transactional email interactions do not count towards opens.
• Marketing emails clicked: the number of marketing emails which have had link clicks. This value is incremented at most once per email so if the same link is clicked multiple times, or multiple links in the same email are clicked, this value will only increase by one. Transactional email interactions do not count towards clicks.
• First marketing email send date: the date of the earliest email delivery for any marketing email.
• First marketing email open date: the date of the earliest email open for any marketing email.
• First marketing email click date: the date of the earliest link click for any marketing email.
• First marketing email reply date: the date of the earliest reply for any marketing email.
• Last marketing email send date: the date of the most recent email delivery for any marketing email.
• Last marketing email open date: the date of the most recent email open for any marketing email.
• Last marketing email click date: the date of the most recent link click for any marketing email.
• Last marketing email reply date: the date of the most recent reply for any marketing email.
• Last marketing email name: the name of the last marketing email sent.

---

Additionally, for details, sales rep can always check the activity feed for the contact record: https://knowledge.hubspot.com/records/filter-activities-on-a-record-timeline

A custom property is technically an option, yes, but unfeasible and not easy to maintain at scale.

Best regards!