Emails to a contact are going to multiple deals

[alisonGCN]

Hello there,

Pretty new to HubSpot. We have a situation where one contact (an architect) is working with us on multiple deals (with different companies). When we write to the contact, using Outlook, HubSpot places the email into all associated deals, instead of just the applicable one. Is there a way to fix this? 

Thanks!

[karstenkoehler · Accepted solution]

Hi @alisonGCN,

Unfortunately not, no. HubSpot has a certain logic for how activities are associated with records. For deals, for example, the association is made to the five most recent open deals: https://knowledge.hubspot.com/crm-setup/associate-activities-with-records

You can manually adjust associations but you can't change the overall logic: https://knowledge.hubspot.com/crm-setup/associate-activities-with-records#associate-an-existing-acti...

Best regards!

[AHolmes3]

Is this still the case? We're having an issue where we have a partner contact involved in multiple deals and so emails about each specific deal are ending up associated with all of their other deals. This is creating a lot of frustration for us, as we operate with a partner model.

I'm also concerned about the way that an email will associate with a contact's five most recent associated open deals. What happens if one partner contact has 6 open deals?

Thanks in advance for any insight/advice 

[AGreenslade]

I agree this is not ideal. We have low volume large value deals to manage, sometimes ten with one company. There will be multiple contacts. However, if the activity is done from HubSpot you can click on 'Assocated with X records' in the bottom right corner and tick the deals or whatever other associations you want that activity associated with.

[MK_Orz]

Aloha,

Using "+" Alias in Email Addresses: Can This Work for Managing Multiple Deals?

Email addresses consist of several parts:

• Username: The section before the "@" symbol, usually representing the individual.
• Optional Alias: An additional tag, often employing "+", which aids in email organization and filtering.
• Domain: The part following the "@" symbol, signifying the email service provider or domain name.

Consider these four email address variations in the context of managing multiple deals for one account:

1. Primary Contact: mark.jones@example.com

   • Username: mark.jones
   • Optional Alias: None
   • Domain: example.com

2. Deal 1 Alias: mark.jones+deal1@example.com

   • Username: mark.jones
   • Optional Alias: +deal1
   • Domain: example.com

3. Deal 2 Alias: mark.jones+deal2@example.com

   • Username: mark.jones
   • Optional Alias: +deal2
   • Domain: example.com

4. Deal 3 Alias: mark.jones+deal3@example.com

   • Username: mark.jones
   • Optional Alias: +deal3
   • Domain: example.com

In this concept, you can see how an optional alias, such as "+deal1," "+deal2," or "+deal3," can be added to the primary contact's username. This allows for unique email addresses associated with specific deals while ensuring all emails still reach the primary contact's inbox. The question remains: can this approach effectively help you manage multiple deals associated with one account?

REF:
Email addresses follow specific standards, primarily defined by the Internet Engineering Task Force (IETF) in RFC 5322 and RFC 5321