Bulk Delete Secondary Emails from Contacts in HubSpot

Delete extra values

How to Delete Extra Email Addresses from HubSpot Contacts

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.

The Bulk Operations module makes it simple to identify contacts with multiple email addresses and to delete the extra values in bulk.

Process Summary

  1. Filter your records down to the records that contain secondary emails.
  2. Specify the fields you want to clear values from.
  3. Preview and then apply the changes to the CRM.

Step-by-Step Instructions

Step 1: Set Up a Filter to View Only Relevant Records

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.

Step 1 search for additional email addresses

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

Step 1 Layout tab

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

Record Viewer

Step 2: Configure Rules That Will Clear the Field Data

Under Step 2 in the Update tab, tell Insycle what changes to make to the records with additional email addresses. In this case, select the Delete operation under New Value.

This operation will delete all additional email addresses. If a contact has 5 email addresses, emails 2-5 will be deleted, leaving just the primary email address associated with the account.

Step 2 Delete additional email addresses

Step 3: Preview and Apply Changes in Your CRM

Preview Changes in the CSV Report

With the filters and operation set, you can preview the deletion 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.

Select Preview mode

On the Notify tab, 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, click Run Now and select which records to apply the change to (in most cases this will be All), then click the Run Now button.

Open the CSV file from your email in a spreadsheet application and review the Additional email address (Before) and (After) columns. If there was more than one additional email for a record, each will be listed separated by a semicolon.

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

View results in preview CSV

Apply Changes to the CRM

If everything in your CSV preview looks correct, return to Insycle and move forward with applying 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.

Run Now on live CRM

Save Templates and Setup Automation for Ongoing Clean-Up

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.

By automating with a template, you'll save time and ensure that any additional emails are cleaned up on an ongoing basis.

Schedule automation

If you have several templates you'd like to automatically run together, you can create a Recipe. HubSpot users can also integrate Insycle Recipes into Workflows.

Advanced How-Tos

Making Record-by-Record Edits Instead of Bulk

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.

Create a Backup Export of Your Data Before Deleting

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 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.

layout-addtl-email.png

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.

Frequently Asked Questions

Can I restore secondary email addresses that I have deleted with Insycle?

Yes, but not directly. You can take the CSV report generated by Insycle in the Activity Tracker and use that to re-import the additional email addresses if needed.

Will this delete all additional email addresses?

Yes, if a contact has 5 email addresses, emails 2-5 will be deleted, leaving just the primary email address associated with the account.

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