Bulk Delete Secondary Emails from Contacts in HubSpot

Navigate to Data Management > Bulk Operations.

Select the database and Contact record type. Then explore the templates for an existing solution that may be close to what you need.

Under Step 1, select the Additional email address field, and the exists condition to work only with contacts that have multiple email addresses. The "Additional email addresses" field is unique to Insycle, parsed from HubSpot's standard email field.

In the Layout tab, make sure that the "Additional email address" field is under Visible Fields so the data appears in the Record Viewer.

Insycle will list all records with additional email addresses in the Record Viewer at the bottom of the page. 

Under Step 2 in the Update tab, tell Insycle what changes to make to the records with additional email addresses. To delete a value, leave the New Value field blank.

Preview Changes in the CSV Report

With the filters and delete operation set up, you can preview the changes in a CSV file. It's important to verify that your changes are working as expected before those changes are pushed to your live database.

Under Step 3, click the Review button, then select Preview in the popup.

On the Notify tab, add any additional recipients who should receive the CSV. You can also provide additional context in the message subject or body.

On the When tab, click the Run Now tab, and select which records to apply the change to (if you have a lot of records, you may just want to do a Chunk for your preview), then click the Run Now button.

Insycle will generate a preview CSV and send it to your email. Open the CSV file in a spreadsheet application and review the Additional email address (Before) and (After) columns. 

The Additional email address (After) column will be blank to indicate that the value will be deleted when the operation is run in Update mode.

If the results don't look the way you expected, go back to your filters in Step 1 and try making some adjustments before previewing again.

Apply Changes to the CRM

If everything in your CSV preview looks correct, return to Insycle and apply the changes to the live CRM data.

Under Step 3, click the Review button. This time, select Update mode.

On the When tab, you should use Run Now the first time you apply these changes to the CRM.

After you've seen the results in the CRM and you are satisfied with how the operation runs, you can save your configuration as a template and set up automation so this clean-up operation runs on a set schedule. Then, you can bundle templates into Insycle Recipes and integrate them into HubSpot Workflows. 

Return to the Template menu at the top of the page and click Copy to save your configurations as a new version of the template you started with. Then click the pencil to edit your new template name.

Under Step 3, click the Review button, and select Update mode.

On the Notify tab, select the send option appropriate for your automation: Always send, Send when errors, or Do not email.

Add any additional recipients who should receive the CSV (and make sure to hit Enter after each address). You can also provide additional context in the message subject or body.

On the When tab, select Automate and configure the frequency you'd like the template to run. When finished, click Schedule.

You can view all your scheduled automations at any time on the Operations > Automations page.

When you have a solid set of templates that reliably merge your records, you can put them together into a longer, ordered sequence as a Recipe. Then, you can schedule that Recipe to run on a consistent, set schedule. Your templates will run one after another in the order that you set.

To add your Recipe to a HubSpot Workflow, it must be automated and set to Execute as HubSpot Workflow Action.

Learn more about integrating Insycle Recipes with HubSpot workflows.

If you need to selectively remove secondary emails, you can use the Grid Edit module to handle records with additional email addresses on a case-by-case basis. Review the Quickly Edit and Correct Data article for details.

When you use the delete action, the value is permanently removed from HubSpot. If there's any chance you'll need to refer to this data or restore it later, you may want to export a Preview CSV with the field that could act as a backup. The CSV report can be downloaded at any time from the Activity Tracker.

The CSV only includes fields that are visible in the Record Viewer, so use the Layout tab under Step 1 to add more fields and preserve all the data that might be needed.

If you are doing a large data cleanup effort and deleting a large volume of records, best practice is to do a data export directly from the CRM. This will be more comprehensive than what the Insycle report provides.

When working with HubSpot, for every Insycle operation that updates or creates a record, the Run ID will be updated in the custom property, Insycle Run ID. 

If the Insycle Run ID doesn't already exist in your HubSpot database, add it as a custom property with the label "Insycle Run ID" to each object type as needed. 

This object label is the only requirement for the integration to work properly. It's not dependent on the internal name or underlying API field name.

When using an Insycle Recipe that includes templates for more than one object type, such as companies and contacts, the same Run ID will appear in both HubSpot records.

Yes, you can restore deleted values, but not directly. You can download the CSV report generated by Insycle from the Activity Tracker and use that to re-import the additional email addresses.

Yes, all email addresses will be deleted from the Additional Email Addresses field. If a contact has five Additional Email Addresses, all five will be deleted. The separate Email value will remain on the record.