Only log emails to EXISTING CRM contacts!!

We have the outlook sidekick plugin on our email accounts, which logs emails and gives you a nice sidebar for more contact details. - Which is great for our actual customer contacts.

 

However, this plugin is currently adding absolutely everyone to our CRM automatically, so I've got a list of emails with no other data, and some contacts are irrelevant and not necessary for our CRM. 

 

PLEASE can you make an option, that only LOGS Emails to existing CRM contacts. And if a contact is not in the CRM, it should pop up and say - "This contact is not in CRM do you what to add this contact" Y/N.

 

This way - I won't end up having a list as long as my arm, of half filled out contacts from my team. 🙂 

 

Thank you

Please

 

Natalie

 

 

 

 

HubSpot updates
189 Replies
Occasional Contributor

Hi Flora. Great to hear that you are looking at the issue!

 

You link a beta version ... but I'm not sure it actually addresses the issue that this thread is about - that all emails are logged even when the recipient is not a CRM contact.

 

Correct me if I've misunderstood your beta.

New Member

Please implement what Natalie suggested! We have to have an accurate record of email interactions with clients to protect our legal liability.  With the current integration we are left with two bad options.

 

Option 1, turn off the automatic functionality. This would keep thousands of erroneous emails from getting logged as contacts, but also remove the most important part of this integration, the unquestionable record of email contact. Leaving it up to my agents to chose what to log or not (or maybe they just forget) would allow for people to manipulate the system, or leave an incomplete record, exposing us to legal issues. 

 

Option 2, blocklist all non-client email addresses. This would be impossible. It would be a full time job. As a business, we get a tremendous amount of junk emails from other businesses trying to sell us things. I would really love to see the inbox of a business that is all client activity. 

 

The functionality of this integration would be perfect if we could chose to only log emails from contacts already in HubSpot. 

New Contributor

Hi all, I FOUND A REAL SOLUTION to this. I don't know why this is not more publicly supported, but Insycle has a data management product that is fairly inexpensive that can solve this through two main things:

 

1. I turn off the auto-associate, and use Insycle to manage my associations

2. I turn on the plugins, and auto-log and auto-track all emails and Contacts. When new Contacts are created by the plugin and NOT appropriately associated to any Company, I then have the job auto-delete them. The HUGE benefit here is that if my reps have a new Contact from an existing Company (great, the account penetration is growing!), it keeps them in the system. If not, or if it's a junky free email account, it'll delete it, unless my team associates this person to a Company that day.

 

The way this works is Insycle will allow you to turn off HubSpot's auto-association (which also auto-creates Contacts, causing sprawl) and then just associate them using Insycle each evening (or every hour, if you'd rather).

 

chrome_2020-06-12_16-15-46.png

 

And, here's how we're deleting the junky Contacts each night/morning that were not associated with a Company. Note that we are using Source Drilldown 1 and Source Drilldown 2 to identify which plugin or behavior created it, and those that were not automatically associated already to ensure we don't accidentally delete good Contacts.

 

chrome_2020-06-12_16-25-28.png

 

We've also put in place a secondary auto-association template that links Contacts to Companies by a second, custom field we call "school". Feel free to check it out if this works for you:

 

chrome_2020-06-12_16-17-15.png

 

p.s. - I am not being paid by Insycle, but I spent months fighting this issue, trying out Threads (which I am not a fan of b/c it takes away all email open/click tracking), using the email plugins, turning them off, creating alerts to identify all newly-created Companies and Contacts and removing them manually... it was a mess and took far too much of my and my team's time. If I can save you some pain, that's my do-good action of the day.

Status updated to: In Beta
HubSpot Product Team

Hi everyone,

 

Flora here again! I hope everyone is as well as they can be. We have implemented a setting to allow you to refine which objects should be associated when you are logging an email. 

 

image.png

 

If you are intrested in being in the beta for this, please fill out this form.

In addition, I'd love to chat with any users about their experience around this- feel free to book here

 

Best,

Flora

Top Contributor

+1

Occasional Contributor

How is it August 2020 & this functionality still hasn't been addressed by HubSpot developers????  So frustrating.  We have the same problem & it's driving us crazy.  If we log all emails we get complete customer interactions recorded in the CRM BUT the CRM also blows up with non-customer contacts & data. If we turn off auto logging, you leave it up the the individual sales person to remember to log each email - which means a LOT of important emails can easily NOT logged.  Either way, this is a logistic nightmare.

 

HubSpot, give users an option, that only LOGS Emails to existing CRM contacts. And if a contact is not in the CRM, it should pop up and say - "This contact is not in CRM do you what to add this contact" Y/N.

 

Salesforce provides this functionality.  Why can't you?

Visitor

This was a feature request BEFORE GDPR and California Law made it a REQUIREMENT.

It is A LIABILITY to log emails to Hubspot until this capability is implemented. This is the example I use when speaking in front of audiences about how you might already be in violation without even knowing. Do not trust your CRM to do the right thing. As Data Controller, YOU have all the liability and Hubspot's poor software design is no excuse. I suggest you stop posting here and start talking to your sales representative. This is a black hole for good ideas. (If you work for Hubspot and are reading this, please stop suggesting third-party solutions. We've tried them. They break. They are expensive. We just need a CHECKBOX from you. Did you know that EVERY OTHER CRM had this option as the DEFAULT setting when implementing this? Or are you willing to sign a new Data Controller Liability Agreement?)

Regular Contributor | Gold Partner

Thanks @Flora  !

We also have a need for this feature and I have filled out the form. Unfortunately, we are on Exchange server with Outlook desktop, so any updates you have on this capability would be greatly appreciated. 

Occasional Contributor

Hi Flora,

 

The new beta does not work. It logged email to a non-existent contact even though I specifically told it not to.

It initially looks like it's going to work because the gmail addon says it's going to log to 0 records as follows:
hubspot-logging-beta-still-doesnt-work.jpg
But then it actually creates that contact in hubspot anyway (in this case non-esistent@message.com).
 
I look forward to hearing from you.