Auto association of notes or all activities with Deals and Companies

[PSHarish]

Hello all,

We need All Activities to be synced between or auto association from contact to Deals and Companies; how to do this?

Harish

[Jigar_Thakker · Accepted solution]

Hey @PSHarish 

While creating new deals in HubSpot you can enable this checkbox to associate your contacts and company and company's previous activities : 

Let me know if you have any follow-up questions.

If my post was helpful in addressing your query, Support the community by indicating it as the solution.

[karstenkoehler · Accepted solution]

Hi @PSHarish,

Good news - HubSpot now lets you specify how activities should be associated automatically. This would let you make the change you mentioned in your request under Settings > Objects > Activities > Associations.

The accepted solution only works for activites upon record creation.

Here's the full announcement:

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CRM Platform

Configure Activity Association Defaults

Apr 24, 2024

What is it?

Within a new settings UI, admins will be able to configure the default activity association logic for logging certain activities on contacts, companies, deals, tickets, and custom objects records. They will be able to set default logging rules based on where the activity is originally logged (e.g. Contact record), the activity type (e.g. Task), and the associated records to log the activity to (e.g. Log to Primary Company).

Why does it matter?

Currently, when a user logs an activity onto a record there is inflexible and nuanced logic that determines how activities are logged to associated records of other object types. The non-configurable logic doesn’t accommodate for different business needs and sometimes causes irrelevant activities to show up on records. This new functionality will give admins flexibility and control over what they want their logging defaults to be, saving reps time spent manually adjusting for the logic that exists today.

How does it work?

• This functionality is available for Contacts, Companies, Deals*, Tickets, and Custom Objects
• When activities are logged to deals, the logging rules will only log to open deals
• The activity types that admins will be able to configure logging rules for are: Calls, Emails*, LinkedIn Messages, Meetings, Notes, Postal Mail, SMS, Tasks, WhatsApp Messages
• The configured default logging rules will only apply to activities logged from a record page. For example, only emails logged directly on a record page will be affected by the configured logging rules. This excludes emails created from the Marketing Email editor and any Connected Email Inboxes.
• The logging options will vary depending on the combination of selected objects and activities
• The possible logging options include:
• Log to none
• Log to 1 most recently associated
• Log to 5 most recently associated
• Log to all
• Additionally, when logging activities from a contact, deal, or ticket record to associated companies, there will also be an option to “Log to Primary Company”
• Note: When logging emails to contacts or logging calls to companies, the “Log to None” option will still include any recipients in the emails or calls
• The new settings UI allows admins to configure their default activity association rules based on the object type of the record the activity is originally logged on (e.g. Contact record), the activity type that is being logged (e.g. Task), and the associated records to log the activity to (e.g. Log to Primary Company).
• For example, admins can configure the rules so that any Calls logged from a Company record should automatically get logged to only the 1 most recently associated Contact.
• The default logic shows up as records getting automatically checked when reps are logging activities on records.

To configure your activity association default logic in settings:

• Click the settings icon in the main navigation bar and navigate to Data Management > Objects > Activities > Associations tab
• Select an object from the dropdown for where the activity is originally logged
• For example, if a task is logged on a contact record, select the Contact object
• Next, select the activity type that you’re configuring your logging default for
• Under Log activity to, click the dropdown for each of the associated objects you’d like change the default logging experience for
• The logging options vary depending on the selected object and activity types
• Select the logging option that you want to change the default logging logic to for each of the associated objects
• The options within the dropdown that represent the current HubSpot default logic have an orange default tag

• Once you’re done making your changes, click the Save button at the bottom left to save all changes

To see your configured default logging rules in action:

• Navigate to any Contact, Company, Deal, Ticket, or Custom Object record
• Click on any activity and within the popup window, click on Associated with # records
• In the box that pops up, the default logic that was configured in settings determines which associated records are automatically checked, which is visible in the Selected tab

Note: Any references to custom objects only apply to customers with at least one Enterprise subscription

For more information, please visit this Knowledge Base article

Who gets it?

All hubs and tiers

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You can find the beta and opt into it here:

If you're not seeing it yet, you'll have to be patient for a little while longer.

Best regards!

[YPasternak]

Hi, Thanks for this. However, I still don't have an "Associations" tab under Activities. I know you said not everyone had access back in April, but presumably by now they should have rolled it out universally? Thanks!

[CMelnikow0]

This will make a huge difference for how my client sets up their whole database.  Thanks for the detail!

[MatthieuDumont]

Hi @karstenkoehler, i just uncovered that if you close a deal, the email activity will stop syncing to the deal. As we've got a stable business where we don't have a lot of new deals, we mostly monitor the last contacted date on the deal to see if we are keeping in touch with our clients correctly. However given the above mentioned logic, we won't see the most recent last contacted date as the info does not sync. with this beta will i be able to modify the association logic to keep activity sync between the associated contact and the deal? 

[CBosma]

Would this apply to existing activities that are not associated?

[DianaGomez]

Hi @PSHarish, hope you are well!

With regards to the above, HubSpot has fixed association behaviors hardcoded for our objects on the backend. You may refer to this guide, but let me elaborate further!

For Activities logged on Contacts:

If a call, one-to-one email, meeting, note, task, postal mail, LinkedIn, SMS, or WhatsApp message is first logged on a contact record, it will be automatically associated with the contact’s primary company and the five most recent associated open deals (i.e., deals that are not in closed-won or closed-lost deal stages).

For Activities logged on Deals:

If a call, one-to-one email, meeting, note, task, postal mail, LinkedIn, SMS, or WhatsApp message is first logged on a deal record, it will be automatically associated with the deal’s primary company.

• Only One-to-one emails sent and calls made from a deal will be associated with the contacts that were emailed or called.

As of now, we do not have additional "association" action available within our workflow action. With that being said,  I managed to find this feature request for you: Associated Deals, within our Ideas Forum. I recommend your upvote for this idea, when we have any updates regarding this option you will be the first to be notified. Our product team often reviews popular feature requests to see if they would fit into our product map - in fact, many of HubSpot's features are developed this way.

Thanks,

Diana

[Jigar_Thakker · Accepted solution]

Hey @PSHarish 

While creating new deals in HubSpot you can enable this checkbox to associate your contacts and company and company's previous activities : 

Let me know if you have any follow-up questions.

If my post was helpful in addressing your query, Support the community by indicating it as the solution.

[TomM2]

Hey @PSHarish if a note is logged on the deal or company record it will automatically be associated with that record. I'm assuming you're referring to activities logged to associated records however. There's a full guide that breaks down everything on activity associations with HubSpot on the knowledgebase here!