Manage contact email logging rules

Configure your account's default contact email logging rules and set which incoming emails are logged to the CRM. By managing logging rules for all users, you can ensure that ‌relevant communications are captured across your team for existing or new contacts.

Manage email logging exclusions by adding email addresses and domains to your never log list. Email addresses and domains on the never log list are excluded from email logging and contact creation. 

Please note: to create new contacts from logged emails, a Super Admin can opt your account into the Contact email logging rules: New option to "Create new contacts from logged emails" beta.

Configure contact email logging rules

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, under Data Management, click Objects.
3. On the Objects page, click the Select an object dropdown menu and select Activities.

4. On the Email Log & Track tab, in the Contact email logging rules section, select a logging option:
   • Log replies only: replies log only if they are part of an existing thread logged in the CRM. Incoming messages not associated with a logged thread will not be logged. 
   • Log all emails (from known contacts): log all emails to and from existing contacts for users with connected individual work emails. This is the default logging option for all accounts.
     
     • Emails sent from outside of the CRM (e.g., an email client or mobile app) to existing contact records log to the CRM.
     • All emails from existing contacts to users log to the CRM.
     • Emails sent outside of HubSpot to recipients who are not contacts, do not log.
   • Create new contacts from logged emails (BETA): in addition to logging all emails for known contacts, this option creates new contacts from incoming emails to connected individual work emails if they don’t exist in your CRM.
5. Click Save.

Log emails without storing email body content (BETA)

Please note: if you're a Super Admin, you can opt your account into the Redacted email bodies beta.

Log emails to the CRM without storing the email body content. Use this setting to maintain a record of email activity while limiting the sensitive information stored in HubSpot. For example, a healthcare organization may need to record that an email was sent for auditing purposes without storing information included in the email body.

Use this setting to redact the email body of sent and received emails logged to the CRM, including emails logged using the HubSpot Sales extension or add-in and the BCC or forwarding address. This setting applies to all users in the account. Users can't turn email body redaction on or off for individual emails or inboxes.

Email body redaction behavior

When email body redaction is turned on:

• The email sender, recipients, subject, and attachments are logged to the CRM.
• The email body is redacted and replaced with the placeholder text [Email body content redacted].

• Only emails logged after the setting is turned on are redacted. Previously logged email bodies aren't redacted.

Please note: redacted email body content is permanently removed from CRM activities and cannot be restored. Turning off email body redaction does not restore redacted content.

Turn on email body redaction

1. In your HubSpot account, click the settings icon in the top navigation bar.

2. In the left sidebar menu, under Data Management, click Objects.
3. On the Objects page, click the Select an object dropdown menu and select Activities.
4. On the Email Log & Track tab, in the Redact content section, select the Redact email body content checkbox.
5. Click Save.

Email attribution

The following rules determine which user is attributed as the sender of the email logged to the CRM. These rules also determine which emails are counted toward a user's total activity in your sales reports.

Emails logged from contacts that create new email threads will be attributed to HubSpot users as follows:

• If the email only has one recipient, it'll be attributed to that user.
• If the email has multiple recipients, but only one is associated with a user, it'll be attributed to that user. An email address is associated with a user if it's connected as their individual work email address, it's their HubSpot user account email, or an email alias.
• If the email has multiple recipients, and more than one associated with a user, attribute to the contact owner.