In HubSpot, contacts can have multiple email addresses. These can either be added manually or as a result of merging duplicates.
Typically, secondary email addresses are used to prevent HubSpot from creating new duplicate contacts. Before a new contact is created, Hubspot checks to see whether the email address already exists as a secondary email for existing contacts in HubSpot CRM.
But identifying which contacts have secondary email addresses can be difficult and painstaking in HubSpot CRM.
Insycle allows you to identify contacts with multiple email addresses easily, and delete secondary email addresses in bulk.
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Bulk deleting secondary email addresses in HubSpot is simple with Insycle’s Bulk Operations module.
First, you filter your data down to the records that contain secondary emails. Then, you tell Insycle to clear the field and run the module. With just a few clicks, you've cleared secondary emails from your contacts.
If you need to selectively remove secondary emails, use the Grid Edit module to filter down to "Additional email addresses" that "exist," and handle them on a case-by-case basis.
Step 1: Define filter, then click Search.
To clear secondary emails, we will use the Bulk Operations Module. Navigate there, and select "Contacts" from the top of the Bulk Operations module screen.
In Step 1, we tell Insycle how to filter your database down to the records that you would like to update. In this example, we will filter down to any record that contains an additional email address.
The "Additional email addresses" field is a field that is unique to Insycle, parsed from HubSpot's standard email field.
Then, in the Layout tab, make sure that we are including the "Additional email address" field so that we can see this data in the Record Viewer.
A preview of all of the records with additional email addresses will populate in the Record Viewer.
You can edit the fields that are visible in the Record Viewer by using the Layout tab in Step 1.
Step 2: Choose an action: Update, Delete, Link, Convert, or other.
In Step 2, we want to make sure that we are working from the first tab, “Update."
Here, we tell Insycle what to do with the "Additional email address" field. In this case, we will use the "Delete" operation as the "New Value."
This will delete all additional email address data in our selected fields, which we will do in Step 3.
Step 3: Choose between "Preview" mode to simulate the process and generate a report, and "Update" mode to associate
Now, with our filter and update action in place, we can run the bulk operation to clear the secondary email addresses from our selected records.
When running the Bulk Operations module, especially the first time, it is a good idea to run in Preview Mode. This allows you to view the changes to the data in a CSV file before the updates are pushed to your database. Here, you can check to make sure that everything is working as expected and make any necessary changes before pushing the updates to your live database.
You can do this by clicking the Review Button in Step 3.
A popup will appear. Here, in Stage 1, we can select the Preview Mode or Update Mode,
Preview Mode runs to process and makes the changes reviewable in a CSV file, but does not update your live CRM database. If you choose Update mode, the data changes will go live in your CRM when the operation is processed.
Then click the “Next” button.
In Step #2 of the Review process, you can choose where you send the generated report. Your email will automatically be added to the list but can add other co-workers and colleagues that you are collaborating with here.
Once finished, click the “Next” button.
In Step 3, you can choose whether you would like this operation to run one time, or continuously. There are two tabs on this screen—Automate and Run Now.
When you select the Run Now tab, you are choosing to run the field update operation one time, immediately. You can run it on selected records, on a small chunk, or on all of the fields that met the criteria.
Alternatively, you can schedule this module to run on a set, recurring basis in the Automate tab. Here, you can choose to schedule this operation to run hourly, daily, weekly, or monthly. When scheduled, the module will automatically run on your desired schedule and email the reports after it has run.
You can view all scheduled automations on the “Automations” page on your dashboard.
When the operation runs, you'll have a CSV detailing the changes delivered to your email, and will be redirected to a report that breaks down the updates. You can always view changes made through Insycle in the Activity Tracker.
Preview Changes Before They Go Live
With Insycle, you can always preview changes before they go live. Insycle allows you to run any module in Preview mode, where you can download a CSV file and inspect the changes, before pushing them live to your database.
Audit Trail and History
The Activity Tracker lets you review all changes made through Insycle. At any time you can download a CSV report of the operation and records affected, including while using Bulk Operations.
Customer Data Health Assessment
The Data Health Assessment surfaces data quality issues that negatively impact your marketing, sales, and support efforts, and guides you through the process of fixing them. Here, you can keep an eye out for issues in your data and fix issues by updating in bulk using Bulk Operations.