Stop automatic contact creation from email sending

[IgniteMarketing]

Hi guys

I'm using the Gmail integration and love all the features EXCEPT the one that automatically creates a new contact within HubSpot CRM everytime I send an email to anyone not yet in the CRM from my Gmail account.

Is there a way to switch off just this one feature without losing any of the other integrations. All I have tried so far is unticking the 'Log In CRM' check box in the email compser window.

Any other ideas?

Thanks in advance!

[IgniteMarketing]

Hello,

Thank you everyone for your help and feedback during the product development process.

This functionality is now live to all Chrome Extension users and we have documentation on this here: 
https://knowledge.hubspot.com/email-tracking/track-and-log-emails-with-the-hubspot-sales-chrome-exte...

https://knowledge.hubspot.com/email-tracking/customize-your-hubspot-sales-chrome-extension-default-c...

Let m know if there are any other ongoing questions and feel free to reach me at flora@hubspot.com

Best,

Flora

[IgniteMarketing]

Hello Berwyn,

Thanks for reaching out- my email is flora@hubspot.com, in your first message it was misspelled.

Reachout with your HubID and I will add you to the beta. This beta has been implemented within the past year so the fucntionality will have changed from then. The setting for "New Contacts" can be found in the settings after the beta is ungated- orange sprocket circle in the top bar of Gmail. Looking forward to your email and let me know how else I can help.

Best,

Flora

[IgniteMarketing]

Hello Omari,

For shared Team Inboxes, we have filters (https://knowledge.hubspot.com/conversations/set-up-email-filters-in-your-conversations-inbox) to help catch these emails and filtered emails will not create new contacts. Let me know if this helps and I have passed this feedback to the team that works on Conversations.

Best,

Flora

[IgniteMarketing]

Hello everyone,

My name is Flora Wang and I am the Product Manager for the Chrome Extension at HubSpot. 

I wanted to clarfiy a couple of different topics discussed on the thread so far.

1) Incoming emails are not automatically logged into HubSpot unless the inbox is connected to a shared inbox. (More info here https://knowledge.hubspot.com/conversations/create-a-conversations-inbox#connect-a-team-email-channel in the "Connect a team email channel" section.)

2) We want to help users log the right information into the CRM and the intention is not to drive up the cost of HubSpot- I understand if we have not executed this well in the past and we are trying to improve upon this. 

3) We have implemented a setting to allow you to refine which objects should be associated when you are logging an email. This is in beta and please email me at flora@hubspot.com if you would like to be included in the beta! 

When "New Contacts" is de-selected, new contacts will not be created in the CRM when you are responding to emails with new contacts in the thread. You can still select other associations with this new feature, the setting is for a default.

Selecting default association and contact creation

Please let me know if this helps clarify and I am always happy to chat and get feedback! Send me an email at flora@hubspot.com and let's set up some time.

Best,

Flora

[jennysowyrda]

Hi all, 

Thank you for your patience while I have partnered with the product team regarding these inquiries. 

When you have GDPR enabled in your portal and try to track and email, it will associate with an anonymous notification. For more information on this setting, please refer to this documentation. Additionally, this screenshot will populate in the sidebar. 

In regards to configuring your extension settings in general to ensure it meets your requirements, GDPR and otherwise, please refer to this documentation.

In regards to discussions about future product features, the Ideas Forum will be the best place for that conversation, as that is the area monitored by the Product team, and where they look for ideas that customers would like to see included in the future. To ensure that your idea is found by the proper teams, given the appropriate attention, and able to have a roadmap towards creation, this discussion needs to occur in the ideas forum. 

I will continue to share any updates as they become available, and I would encourage you to utilize the ideas forum as that will the be best outlet for these discussions.

Thank you,
Jenny

[Nigeldb]

Dear all, please take a look at 

Outlook Plug-in - Ignore email address so that a CONTACT is not created in the Ideas Forum at

https://community.hubspot.com/t5/HubSpot-Ideas/Outlook-Plug-in-Ignore-email-address-so-that-a-CONTAC...

and vote for it

[valj]

Same! It's messing up our reports for our sales team!

[valj]

Right. We would like to not have them added as a new contact. However, if they are a contact...we want to log and track the emails. We get tons of spam in our inbox and it is creating a mess for us to clean up. Not to mention that we are being charged for contacts that are not even qualified to be in our Hubspot. I believe this is what everyone's frustration may be with the Conversations tool.

[berwynhoyt]

Yes! This is the obvious solution. Why hasn't it been implemented:

>  It would be great if it could LOG emails with people who are already in Hubspot, but NOT log emails with people who are not.

[berwynhoyt]

There are no less than 4 "Ideas" pages all asking (in different ways) for this same feature!.  Please go and upvote all of them. Here are the links:

• Option to turn off "Create new contact" when logging email
• Turn off "create new contact" for Gmail integration
• Automatically log incoming emails from existing contacts
• Only log emails to EXISTING CRM contacts!!

Please go an upvote all of them.

[Matt108]

I think what the OP wants (and what I want) is for emails to be logged in the CRM under any contacts that exist, and not create new contacts if they don't exist.

For example: I might be happily emailing back and forth with a contact. Then suddenly they or I decide to copy in 100 other people. I still want the email logged in CRM under my contact but I don't want the 100 new contacts created in CRM.

You may say that I can tick or untick the "Log in CRM" box but, as I understand it, this doesn't help if contacts I don't want are also on the email chain or where I don't know if the contact is already on CRM or not (generally if they are I do want it logged, if they are not I don't).

[SGLPGT]

We would like the ability to tell HubSpot not to create users at all, period. If they are a user, log the email. If not, don't do anything.

Our issue has been that more than one user is emailing the same contact. Even if they were 'unassigned' in HubSpot, they become assigned once the email is sent. What happens to the contact, then, for the other user?

[Communitylearn]

I am very upset.  I have the Hubspot extension turned on for my work gmail account .  I DID NOT have it turned on for my personal gmail account which I also have open in my browser.  I have now discovered that you have been copying my personal contacts into Hubspot. 

1) This is a gross invasion of my privacy for my personal contacts to end up in my work hubspot account.

2) This is taking up our company Hubspot contacts allowance and costing the company money

3) it is not GDPR compliant as I was not intending to store these personal contacts in Hubspot

4) my personal contacts may end up getting marketing from my company which is also in breach of GDPR

5) now I have to waste time trying to clean up which contacts of my own are in Hubspot

6) when I tried to turn off the extension completely in my personal inbox it now says 'thank you for signing in, in order to use tools and features you need to turn on Hubspot tools in your gmail inbox'.  I DID NOT SIGN IN AND I DO NOT WANT TO TURN ON HUBSPOT TOOLS IN MY PERSONAL GMAIL INBOX.  I AM SIGNED IN TO A DIFFERENT GMAIL ACCOUNT TO THE ONE THAT IS CONNECTED TO HUBSPOT.  I HAVE NEVER CONNECTED MY PERSONAL GMAIL ACCOUNT TO HUBSPOT.

7) My colleagues may see my personal contacts which is completely inappropriate.   I was emailing MY CHILD'S SCHOOL from my PERSONAL EMAIL ACCOUNT when I realised you had copied the TEACHER into hubspot WHEN I HAD NEVER ENABLED THE HUBSPOT EXTENSION AND WAS NOT SIGNED INTO IT.  

[VineyardPaul]

So after there has been no reply from Hubspot on this I have decided to leave Hubspot and am now using Streak for Gmail. Does everything I need...

Cheers

[Berad]

Would just like to add my voice to the throng which want this feature.  Any time I create a new contact I create them in Hubspot first anyway so I can log all their details so there is no need for me to have a contact created automatically when I email them from Gmail.  Not having this feature caused me countless clutter and in the end was so frustrating that I had to completely remove the extension.

[delishops]

dont know about about the GDPR bit, but this is becoming a problem for me.  Hubspot is sucking in everything - my wife my mother the place we are having my kids birthday.

i am a small busines and do everthing on one computer through outlook.  i like hubspot, and have just taken on a new person.  i want them to be able to see all my hubspot, not jsut what they "own". we are not that segmented, they need to see work i am doing in parallel to theirs.  i dont need them to see what i have bought from amazon.

how do i stop hubspot sucking in my entire life?

[jdelaree]

Simply sounding off as well on this... sounds like 2 years in this is still not being considered by HS.

For us it's call's made through Kixie as well as emails where we forget to tick off the "log email" option on Gmail. One of my guys goes in twice a week and cleans out the mistakes of our sales organization. It's a royal pain, a waste of time, and truly has never served any benefit to our team; we are intentional about the people we add into the CRM, and this opens the door to problems when people have 'human moments' and make mistakes...

[ThreadsHelp2018]

This article might help?

[delishops]

nope.

[jaydenvecchio]

+1 shocking this isnt a feature

[calhouncole]

Almost makes Hubspot data useless -- it can muddy the entire organization's data / reports with one email. Should have been implemented in v1 of Hubspot.

CANNOT believe that after 2 years of these complaints, there's no sign of any action being taken. We joined Hubspot a few months ago and are already regretting it.

[LifeCovered]

it is a problem that emails sent via the email client automatically are logged and contacts are created.

It puzzles me that HubSpot hasn't come up with a decent solution.

But the good news is there is a workaround.

By unticking the 'log' the email isn't stored in HB and isn't created as a contact.

We're in life insurance, and being able to record all client email for the purpose of compliance is vital. While other emails such as between staff etc don't need to be logged towards a client.

And so, we've decided to use the email client and untick the 'log' for emails that don't need recording. And using HB/create emails function within HB to communicate with clients.

[dnlpwrsellr]

I am sorry, this is QUITE frustrating...

We receive all sorts of unsolicited email etc. - why would I want these added to my Hubspot contacts?
Why would I want them in my reports dashboard too?

How can we manually add our contacts?

Come on.

[Muser]

I'm not sure if this is the same request, but I would like Hubspot to only log emails from known contacts in the CRM. The reason is that I have lots of people email me, including confidential emails I don't want made visible to everyone in the CRM. 

I know that if I send an email and uncheck the log button, it doesn't log in the CRM. I also know that I can exclude a specific email address or domain in the settings so that it never logs emails from those people. The checkbox is only useful for stopping the logging of emails I sent, not those I receive (and also doesn't cover those cases where I sent from my phone or forget to uncheck the box). And, the email/domain exclusion is only useful if I am expecting emails from someone.

What I am looking for is a setting where, when enabled, the CRM only logs emails from my inbox that are existing contacts in the CRM, and does not create new contacts from emails of people not in the CRM. That way, if I have a confidential conversation with someone and give them my email address, and they email me, that email doesn't create a CRM contact and log the confidential email for everyone to see. 

This is important as someone who wears lots of hats including both sales, and confidential things like HR and legal. 

Thank you for your consideration!