Turning off automatic organization/contact creation

Hi there,


We'd love the option to turn off the automatic adding of contacts and organizations. When we link emails to opportunities, Insightly often tries to add an email address (no name, just the address) as a contact, and add the email's domain as an organization. Is there a way to turn this feature off?


 


Thank you!

12

Comments

14 comments
  • Hello Tade, thank you so much for your post! 

    It's not possible to disable that option, but we appreciate you letting us know that that type of feature would be useful for you!

    0
    Comment actions Permalink
  • Agree this feature should be at top of the list.  Adding emails to tasks and opportunities is extremely helpful however very cumbersome if we have to constantly delete or edit auto orgs and contacts created that were found inside an email.

    Thank you!

    2
    Comment actions Permalink
  • For me this is the biggest negative about Insightly, and could easily be solved by having the ability to disable it in settings.

    We have to keep cleaning up our contacts as our correspondence with customer contacts can include their accounts department, other suppliers etc. who we actively do not want adding as customer contacts.

    In fact I think this breaks the law in respect of the US Can-Spam and UK Electronic Communications Act as it causes us to inadvertently mail people without their permission.

    I think this is a bigger issue than Insightly realise. I know of two other postings on it.

    Please can we have an 'off' switch for this facility?

     

     

    2
    Comment actions Permalink
  • I'm blown away this feature does not exist and there are not more people requesting it. As the others have said, there are often others copied on emails that do not belong in contacts/orgs but are needlessly put in requiring significant time later to clean up. This is not very "insightly."

    3
    Comment actions Permalink
  • Hi Cassie,

    Thanks for sharing your feedback. I understand where you're coming from with the need for this feature. I'm going to move this post from Troublehsooting to Ideas & Suggestions; which may help the Community access the post and share their thoughts.

    1
    Comment actions Permalink
  • I have to agree with other users.  Unfortunately, we consider this "feature" a huge problem.  I spend about an hour every week deleting duplicate and incorrect contacts and organizations that Insightly is automatically creating.  The duplicates are not only duplicates, they are errors. 

    Insightly assumes that all email domains should also be organizations, and that's not correct.  Even in cases that the domain is also the organization name, it's not always spelled the same way. One example, our company, Black Bear Energy, is an organization I have created in Insightly.  Each time we link an email that has a blackbearenergy email domain, Insightly creates a new organization named Blackbearenergy which is an incorrect duplicate of our existing organization.  This is true for every organization with a domain that is not exactly like the actual organization name. 

    The same is true for contacts, with the added error of quotation marks are being added to newly created contacts. For instance an email address for john.doe@insightly.com is created as a contact by Insightly as John" "Doe.  

    This isn't just a feature that some users don't prefer to use, it's a feature that isn't working correctly.  

    Our database is a tool that we heavily rely on for our business.  It's one of three core reasons we chose to go with Insightly, and it's costing us a lot of time continually cleaning it up.  We kindly request that you 1) correct the errors that are occurring with the feature, and 2) allow the ability to turn the feature off or at least add a prompt that a new contact or organization is being created so we can choose not to have it created. 

    Regards,

    2
    Comment actions Permalink
  • Hi

    Any progress with this issue?

    Insightly is a great product, but here is how seriously this specific issue is affecting us:

    By way of background, we provide an innovative electronic product called 'Info-Point' to the museum and heritage sector. (see www.info-point.eu )

    Having gone through a process of prospecting and identifying contacts and opportunities and recording the process on Insightly, we get a project - let's say for the National Trust at one of their stately homes.

    During the whole process we copy emails into Insightly so that we have an email trail viewable through the contact record and the project record, which is great.

    At some point we request payment and the customer emails their Head Office purchasing department and copies the email thread to us. We copy the emails into Insightly so that we have the information linked to the project and the contact.

    The customer uses volunteers, mainly retired people, to help with visitor information and interpretation. There is an exchange of emails with one of them who is going to provide some oral histories and may need some training from us. The customer writes to them at their home email address (let's say silver-haired.couple@xyz_isp.com) which is shared by husband and wife (which is more common that you might think).

    The installation is successful and the customer helps us by providing references. They email details of their project to a group mailing list for professional heritage interpreters, and copy us. We copy this reference email into Insightly.

    Now, here is where things go wrong:

    We develop a new add-on that improves our Info-Point product. We decide to mail everyone on our contact list as we are very careful to ensure that they are all people who are interested in our product and happy to hear from us.

    However, Insightly has been creating new contact records from the emails without our knowledge. It creates contact records for anyone who is copied into an email who does not have a record in Insightly. It has thus added the National Trust HQ purchasing department, the volunteer husband and wife (as 'employee at xyz_isp' which is a nonsense) and also adds the group email list for heritage interpreters.

    The consequences of this is that our mailing to our 'contacts' causes the following problems.

    The National trust HQ complains to our customer that we are spamming them with irrelevant marketing information. The customer in turn complains to us.

    The volunteers 'reply' to the email to ask what it is about as they did not understand it and were concerned - one of them has dementia and is easily confused. They could complain to the Office of the Information Commissioner. The ICO has the power to fine us for sending marketing messages to a private address without obtaining positive opt-in.

    The members of the Heritage Interpreters group complain that we are using its group email to distribute commercial messages. The moderator bans us from the group.

    I hope that you can understand how we really NEED this issue fixed ASAP! 

    Regards

     

    Neil Rathbone

    1
    Comment actions Permalink
  • Does anyone at Insightly have an update on this issue? It has been silent since last August.

    1
    Comment actions Permalink
  • I agree and we're amazed too that there isn't a way to turn this feature off!  Having an email automatically attach to multiple and often unknown contacts creates a mess.  It makes finding a specific link in a contact extremely difficult as we're constantly sifting through a sea of unrelated links to find what we're looking for.  It wouldn't be so bad if we could delete a link from one contact without having it delete completely from Insightly.  Please fix this!  

    0
    Comment actions Permalink
  • This silly issue was a show stopper for us. We finally resolved it by changing to Capsule CRM.

    0
    Comment actions Permalink
  • I cant believe people have been asking for this to be fixed for over a year and still nothing has been done. Making the move to insightly becomes more regretable to our organisation every day with all these glitches and mis-functionalities that actually make life harder instead of easier. 

    0
    Comment actions Permalink
  • I definitely agree that this is a no brainer. Why "Automatically" do anything that cannot be controlled.

    0
    Comment actions Permalink
  • When we save emails from the Office 365 sidebar, the current default setting is to add the people on the email to Insightly as a Contact.  How do we change this default to be "Don't Add"?  This would save us a lot of time/hassle.  Thank you!

    0
    Comment actions Permalink
  • Easy fix.  Original post was escalated back in June 2016.  Let's go Insightly.

    0
    Comment actions Permalink

Please sign in to leave a comment.