Verifying Logged Emails in HubSpot
It is implemented to record all email communication from the client to the company, including contact and deal records. In addition to implementing this, it is necessary to verify the completeness, timeliness, accuracy, and relevance of the logged email communications. The goal of this procedure is to outline the step-by-step process for checking the reports created in HubSpot to monitor the correctness of logged email activities.
Checking if emails are logged to the correct records using the AM Activity Monitoring report
Go to the AM Activity Monitoring report.
AM Activity Monitoring Report
Check the report on a daily or weekly basis, depending on the monitoring schedule.
The report is structured as follows: Name of the AM who logged the email and the contact where it was logged, Date of the activity, Subject of the email (usually related to the deal name), and Overview of the message.
Click the record. You will be redirected to the contact record where the email was logged. The email should appear on the timeline of the contact record.
On the right-hand side of the screen, you will see all associated objects, including the company and deals. This helps determine if the email is linked to the correct records.
Scroll to the end of the email thread. At the end of the thread, there is an association link that shows where the email is logged.
Ensure the email is logged to both the company and deal records or associated contact records. Click on the associations to check.
If the email is not logged correctly, or is associated with the wrong company or deal: Untick the checkbox of the incorrect record (company, deal, or other contact), then search for the correct record on the search bar and select it to log the email.
Check the completeness of email log using Outlook exported report
Use Outlook exported reports to cross-check email completeness when needed. Full steps to be documented.
Notes
Correct email logging ensures accurate communication history and reporting.
Mislogged emails can cause confusion during handovers or client follow-ups.
The Outlook exported report section is incomplete in the source document and will be updated when available.