How to hide or clear logged emails from contacts

SOLVE
LindenDavies
Participant

Hi,

 

I wanted to prevent certain users from seeing logged emails when looking at contacts, however I belive this is not possible (wow, you really need to fix that)

 

All emails are being logged in the system, many are confidential but still need to be logged, however I have no choice but to stop using the gmail integration because of this issue.

 

After disabling the integration how can I 'clear' or 'hide' the emails that are already logged? It is a privacy and confidentiality issue for the company to have those emails still visible to everyone.

 

Linden.

0 Upvotes
1 Accepted solution

Accepted Solutions
karstenkoehler
Solution
Most Valuable Member

Hi @LindenDavies,

 

You're correct, it's currently not possible to limit view access to activities on a contact record. A user can see either all contact information (including logged emails) or nothing at all. There isn't anything in between.

 

HubSpot does have a feature to exclude certain recipients/domains from CRM email logging. My experience is that it's not reliable and it wouldn't help retroactively but I still want to share it: https://knowledge.hubspot.com/settings/add-emails-and-domains-to-the-never-log-list

 

As far as bulk deletion goes, unfortunately that's not possible at this stage. Other users have requested this in the HubSpot Ideas section of the community. If these confidential emails should not be visible to users, you'd have to restrict their contact view access – or delete the logged emails in HubSpot manually, as discussed here.

 

Best regards!

Karsten Köhler
Freelance Digital Marketing Advisor

Beratungstermin mit Karsten vereinbaren


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

View solution in original post

2 Replies 2
karstenkoehler
Solution
Most Valuable Member

Hi @LindenDavies,

 

You're correct, it's currently not possible to limit view access to activities on a contact record. A user can see either all contact information (including logged emails) or nothing at all. There isn't anything in between.

 

HubSpot does have a feature to exclude certain recipients/domains from CRM email logging. My experience is that it's not reliable and it wouldn't help retroactively but I still want to share it: https://knowledge.hubspot.com/settings/add-emails-and-domains-to-the-never-log-list

 

As far as bulk deletion goes, unfortunately that's not possible at this stage. Other users have requested this in the HubSpot Ideas section of the community. If these confidential emails should not be visible to users, you'd have to restrict their contact view access – or delete the logged emails in HubSpot manually, as discussed here.

 

Best regards!

Karsten Köhler
Freelance Digital Marketing Advisor

Beratungstermin mit Karsten vereinbaren


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

View solution in original post

LindenDavies
Participant

Hello Karsten, thanks for your clear and helpful reply. I understand the limitation now. Whilst I support transparency, this lack of control is a huge privcy concern, so we will need to consider how we use HS moving forward.

 

Kind regards,

 

Linden.

0 Upvotes