Will The Real HubSpot Email PLEASE STAND UP!

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Community Thought Leader

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True story.


So, recently we received a message from someone who has nine (9) email addresses in our CRM. This means they've emailed us from more different address than years they've been a client. Wow! (facepalm) haha


Good client? Yes. Great client.


Bad email habits? Absolutely.


What can we do to help them (and ourselves)? LOTS. (see image)

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The first step is to merge each contact record containing their secondary email address into the contact record containing their primary email address. Merging cannot be easily undone, so you'll want to be certain that both email addresses belong to the same PERSON.


-1- How do I merge contacts?

hubspot-crm-mfjlabs-screenshot-1-how-do-I-merge-contacts.pngHow Do I Merge Contacts?
You'll also want a good understanding of what happens when you merge two contact records in HubSpot. In short ...

  • The contact record on which you originally clicked Merge remains as the existing contact record. The contact you selected during the merge process will merge into that original primary contact.
  • The most recent values from either contact will be the present values on the remaining contact record. However, there are some exceptions; please see below for details.
  • The history of property values from both contact records can still be found in Property History in the remaining (primary) contact's record.
  • You will see a combination of timeline activity from both the primary and secondary contact records on the remaining (primary) contact's record.

 

 

-2- What happens when I merge two contacts?

 

hubspot-crm-mfjlabs-screenshot-2-what-happens-when-i-merge-two-contacts.pngWhat Happens When I Merge Two Contacts?
The most important thing to remember about merging contacts in HubSpot is that,

 

"After merging contacts, you will not be able to create a new contact with the email address of the old contact record that was merged."


This means if you accidentally merge contacts from two different PEOPLE, you'll need to engage HubSpot support to assist with that separation. (it's a pain, so try to avoid it)

 

 

 


-3- HubSpot Developers - Merge Contacts 

 

hubspot-crm-mfjlabs-screenshot-3-hubspot-developers-merge-contacts.pngHubSpot Developers - Merge Contacts
Ok, I can already hear some of you saying, "but my client(s) need(s) all of those separate email addresses".

 

No argument there. However, WE don't need all those email addresses SEPARATED. Smiley Happy


Once merged, you will still be able to receive email from all of their email addresses. However, you will only be able to SEND to the PRIMARY email address in HubSpot.


This organizes all of the communications we receive for a single contact no matter how email address crazy they've gone.

 


Hope that helps.


Best,
Frank

 

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Your Remote HubSpot Partner

www.MFrankJohnson.com

 

Please include @MFrankJohnson in your message if you'd like me to reply.

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4 Accepted solutions

Accepted Solutions
Community Manager

Thanks for sharing @MFrankJohnson!

 

@kcooper@KyleJepson@MMunroe@coachcourt check this post out. 

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0 Upvotes
Inbound Professor

Hello @MFrankJohnson

 

Thank you for sharing this process with others! This is a great process and striving to keep your database up to date and clean continually helps you and your customers grow. 

 

Thanks again for sharing, keep em coming! 

 

Thanks, 

 

Courtney Sembler

Inbound Professor 

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0 Upvotes
Highlighted
HubSpot Employee

@MFrankJohnson This is great! Thank you so much for sharing Smiley Happy I would love to feature your story as its own blog post on the HubSpot Academy User blog. If you're interested, please email me at userblog@hubspot.com.  

 

Abi Donahue 

Content Editor, HubSpot Academy

Community Thought Leader

Appreciate the kudos and share @roisinkirby@adonahue@coachcourt. Silly email stories are often 'sad but true'. Thought it might resonate with others who share our experience.

 

Thanks again.

 

Best,

Frank

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4 Replies
Community Manager

Thanks for sharing @MFrankJohnson!

 

@kcooper@KyleJepson@MMunroe@coachcourt check this post out. 

Reply
0 Upvotes
Inbound Professor

Hello @MFrankJohnson

 

Thank you for sharing this process with others! This is a great process and striving to keep your database up to date and clean continually helps you and your customers grow. 

 

Thanks again for sharing, keep em coming! 

 

Thanks, 

 

Courtney Sembler

Inbound Professor 

Reply
0 Upvotes
Highlighted
HubSpot Employee

@MFrankJohnson This is great! Thank you so much for sharing Smiley Happy I would love to feature your story as its own blog post on the HubSpot Academy User blog. If you're interested, please email me at userblog@hubspot.com.  

 

Abi Donahue 

Content Editor, HubSpot Academy

Community Thought Leader

Appreciate the kudos and share @roisinkirby@adonahue@coachcourt. Silly email stories are often 'sad but true'. Thought it might resonate with others who share our experience.

 

Thanks again.

 

Best,

Frank

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hubspot-solutions-signature-button-retainer-pricing-v01.png