Urgent: How to filter contacts that have NOT been sent Email Template 2 or Email Template 3?

[Prioocare]

Hi HubSpot Support Team,

I have 3 marketing email templates (Email Template 1 → Email Template 2 → Email Template 3) on HubSpot Marketing Email.

My question is:

1. How do I filter contacts who have NOT been sent Email Template 2 yet?

2. How do I filter contacts who have NOT been sent Email Template 3 yet?
   
   

Example scenario:
Some contacts have already received Template 1, but not Template 2.
Some contacts have received Template 2, but not Template 3.
I want to segment these groups correctly.

Also, one more question:
Is there a way to view this progress like HubSpot Deals pipeline style (visual stage view)?

For example: Email Stage 1 → 2 → 3, and be able to see which contact is currently in which stage visually — similar to how Deals pipeline shows stages and where each deal is located.

What is the best practice setup to manage this in Marketing Contacts?

Below is the example picture:

Thanks!

[karstenkoehler · Accepted solution]

Hi @Prioocare,

Assuming that you're referring to marketing emails, you would identify these contacts with segments. https://knowledge.hubspot.com/segments/create-active-or-static-lists

1. Create an active segment of contacts 
2. Click Add filter → Marketing emails → find your email 2 and click on it → Email was sent to contact
   OR
   Click Add filter → Events → Marketing emails → find your email 2 and lcick on it → Email was sent to contact
3. If you want to find contacts who have not received received email 2, create another segment of contacts who are not a member of the newly created segment above
4. Repeat steps 1-3 for email 3

A pipeline view of your contacts progress is theoretically possible with a new beta: https://app-eu1.hubspot.com/l/product-updates/?rollout=237940 (requires access to this beta https://app-eu1.hubspot.com/l/product-updates/?rollout=225899 to appear).

This would however require that you document in a custom contact property (manually or via workflow) how far a contact has gotten in your email journey.

---

@Prioocare wrote:

What is the best practice setup to manage this in Marketing Contacts?

---

What you have described doesn't have any connection to marketing contacts (which are a billing feature), see here: https://knowledge.hubspot.com/records/marketing-contacts – could you rephrase, if you mean something else?

In general however, it's easiest to keep track of this with segments or – if you have access to workflows – send these emails via workflow and keep track of the sending on the workflow details page. https://knowledge.hubspot.com/workflows/understand-your-workflow-details-page

Best regards

[karstenkoehler · Accepted solution]

Hi @Prioocare,

Assuming that you're referring to marketing emails, you would identify these contacts with segments. https://knowledge.hubspot.com/segments/create-active-or-static-lists

1. Create an active segment of contacts 
2. Click Add filter → Marketing emails → find your email 2 and click on it → Email was sent to contact
   OR
   Click Add filter → Events → Marketing emails → find your email 2 and lcick on it → Email was sent to contact
3. If you want to find contacts who have not received received email 2, create another segment of contacts who are not a member of the newly created segment above
4. Repeat steps 1-3 for email 3

A pipeline view of your contacts progress is theoretically possible with a new beta: https://app-eu1.hubspot.com/l/product-updates/?rollout=237940 (requires access to this beta https://app-eu1.hubspot.com/l/product-updates/?rollout=225899 to appear).

This would however require that you document in a custom contact property (manually or via workflow) how far a contact has gotten in your email journey.

---

@Prioocare wrote:

What is the best practice setup to manage this in Marketing Contacts?

---

What you have described doesn't have any connection to marketing contacts (which are a billing feature), see here: https://knowledge.hubspot.com/records/marketing-contacts – could you rephrase, if you mean something else?

In general however, it's easiest to keep track of this with segments or – if you have access to workflows – send these emails via workflow and keep track of the sending on the workflow details page. https://knowledge.hubspot.com/workflows/understand-your-workflow-details-page

Best regards

[Prioocare]

Hi @karstenkoehler 

Thank you for your answered.

So just to confirm if my understanding is correct:

I can create a Contact Pipeline “view on board” and name the stages as Marketing Email 1, Marketing Email 2, and Marketing Email 3.

Then I will create 3 segments to identify which contacts have already received Email 1, Email 2, or Email 3.

After that, I can manually drag the contacts into the correct stage in the pipeline, and then when I’m ready, I will go to Marketing Emails and send Email 1, 2, or 3 accordingly based on these segments.

Is this the correct approach?

[karstenkoehler · Accepted solution]

@Prioocare no, you create a custom contact property with dropdown options for each stage - then select it for the index page board view. That is only if you want a board view. Personally, I wouldn't go these lengths.

I would simply build the segments needed and use the list of contacts who have received email 2 as suppression list for all future email 2 sends, for example.