Tips, Tricks & Best Practices

SOblak
Participant

Deleting and Managing Email

SOLVE

We are in the process of migrating to Hubspot to support our service tickets. We want a single channel of communication with our customers and routed all support inboxes (3) into Hubspot. However, we get a lot of auto-replies, undeliverable messages and other junk across those accounts that needs to be deleted. Hubspot has indicated there is no ability to bulk-delete items from Help Desk screens. Has anyone else come across this and is there a best practice or work around for it? 

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1 Accepted solution
jricherd
Solution
Participant

Deleting and Managing Email

SOLVE

Dealing with a flood of auto-replies and other junk emails can indeed be a challenge, especially when your help desk platform doesn't offer a straightforward bulk-delete feature. Here are a few strategies and workarounds you might consider:

Filtering at the Source: If possible, set up filters and rules in your email accounts to automatically categorize or delete certain types of emails before they even reach Hubspot. Most email providers offer robust filtering options that can help you manage unwanted emails more efficiently.

Use Email Forwarding: Instead of directly routing all support inboxes to Hubspot, consider setting up email forwarding to a dedicated email address first. Then, use filtering rules in this intermediary email account to weed out auto-replies and junk emails before forwarding only relevant messages to Hubspot.

Automate with Third-party Tools: Explore third-party email management tools or services that integrate with Hubspot and offer advanced filtering and automation features. These tools can help you automatically identify and delete unwanted emails based on predefined criteria.

Custom Scripting or API Integration: If you have access to developers or technical resources, you might consider writing custom scripts or using the Hubspot API to automate the deletion of unwanted emails. This approach requires some technical expertise but offers the flexibility to tailor the solution to your specific needs.

Manual Cleanup: While not ideal, if none of the above options are feasible, you may have to resort to manual cleanup of unwanted emails within Hubspot. This could involve dedicating regular time slots for deleting junk emails or assigning this task to specific team members.

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4 Replies 4
jricherd
Solution
Participant

Deleting and Managing Email

SOLVE

Dealing with a flood of auto-replies and other junk emails can indeed be a challenge, especially when your help desk platform doesn't offer a straightforward bulk-delete feature. Here are a few strategies and workarounds you might consider:

Filtering at the Source: If possible, set up filters and rules in your email accounts to automatically categorize or delete certain types of emails before they even reach Hubspot. Most email providers offer robust filtering options that can help you manage unwanted emails more efficiently.

Use Email Forwarding: Instead of directly routing all support inboxes to Hubspot, consider setting up email forwarding to a dedicated email address first. Then, use filtering rules in this intermediary email account to weed out auto-replies and junk emails before forwarding only relevant messages to Hubspot.

Automate with Third-party Tools: Explore third-party email management tools or services that integrate with Hubspot and offer advanced filtering and automation features. These tools can help you automatically identify and delete unwanted emails based on predefined criteria.

Custom Scripting or API Integration: If you have access to developers or technical resources, you might consider writing custom scripts or using the Hubspot API to automate the deletion of unwanted emails. This approach requires some technical expertise but offers the flexibility to tailor the solution to your specific needs.

Manual Cleanup: While not ideal, if none of the above options are feasible, you may have to resort to manual cleanup of unwanted emails within Hubspot. This could involve dedicating regular time slots for deleting junk emails or assigning this task to specific team members.

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Jnix284
Most Valuable Member | Elite Partner
Most Valuable Member | Elite Partner

Deleting and Managing Email

SOLVE

Hi @SOblak I think you'll be pleasantly surprised - auto-replies automatically go the the spam folder in the help desk inbox, so it makes it easy to filter those out. It's pretty good at detecting spam before it hits the inbox. There have also been times where the ESP blocked spam that didn't even make it into HubSpot.

 

Have you already connected the channels and are having an issue? or still deciding on the best route?


If my reply answered your question please mark it as a solution to make it easier for others to find.



Jennifer Nixon - Delivery Lead at Aptitude 8

connect with Jen on Linkedin

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SOblak
Participant

Deleting and Managing Email

SOLVE

Thanks. Unfortunately tons of junk was getting through. We've had to build a work around to prevent it from coming in instead. Thank you for your response. 

 

Susan 

Jnix284
Most Valuable Member | Elite Partner
Most Valuable Member | Elite Partner

Deleting and Managing Email

SOLVE

you're welcome @SOblak, I'm glad you found a solution that works! 


If my reply answered your question please mark it as a solution to make it easier for others to find.



Jennifer Nixon - Delivery Lead at Aptitude 8

connect with Jen on Linkedin

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