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How to Disable Auto Creation from Emails.

I set my work email to a forward address so all my emails get sent to Insightly. Every email i get automatically creates a contact and an organization. So any spam mail I get will automatically be saved as an organization. Can this be disabled this feature?
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  • Hi there Casey:

    There isn't an option to turn off the record auto creation in Insightly. Insightly isn't really set up for auto-forwarded messages as there may be emails you don't want to be stored in Insightly. Each email does count towards record storage.

    We have seen some users eliminate some new Organization records from being added by creating an Organization for "GMAIL" as an example. In the record there is a field for Email Domain. If Insightly sees a match for the entered email domain the email will be linked to this Organization rather than created a new record.

    Maybe this will work for you too!

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  • Lyla,

    This "auto creation" thing is a disaster.  I just used the little icon that says save to Insightly for the first time after using the widget for a long time.  The widget works fine, but if we can't turn off auto create once you stop supporting the Widget we will probably have to move away from Insightly.  I expected to ask what account I wanted to save the email to but it just went and saved it who knows where and created contacts for 40 other people receiving that email that I have no interest in saving.  Why in the world would anyone want that automatic feature.  It fills our data base with absolutely useless junk and makes it harder to manage the data we want.  

    I'm putting an email out to all our people telling them to only use the widget and never touch that Icon.  Please say you can fix that.

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  • Turning the autocreate tool off is not something we have planned but thank you for letting us know that this is something you would like to see. Please continue adding your ideas to our Community, to let us know what's important to you!

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  • I agree this auto creation of contacts and organizations that are unlinked to the correct contacts, leads or organizations is a mess. Please modify this function so we can save the email WITHOUT automatically creating a mess of our entire database?

    What is the solution to this problem? I will start by almost NEVER using the gmail widget because of all of the problems it creates.

    Suggested solutions? Thanks

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  • Hi Mark!

    We don't have plans to modify this feature. I understand it's not an ideal solution; however as mentioned above a possible workaround would be to add your email provider (example: Gmail, Yahoo) as an Organization within your Insightly account.

     

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  • +1 from me. I'm not expecting a solution after Lyla & Nora's replies, but I hate this 'feature' too. I've only forwarded 4-5 emails and already my Contacts and Organisations folders are filling up with junk. 

    How hard can it be to add an option to NOT add contacts and organisations if they don't already exist? If Insightly are a go-ahead team that want to grow their user-base they need to respond to requests like this, especially when there's such a basic fix (a tickbox option to not add missing entries) that the user can set as required.

    Lyla's suggestion of creating a dummy organization and adding domains to that is messy and will need constant maintenance as messages from new domains arrive.

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  • Thanks for your feedback, Gary.

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  • I agree with previous comments...not having the ability to turn off this feature is unbelievable. Auto creation does nothing but create headaches.

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  • I found that if you use the CC field to email your Contacts, there is a checkbox in the User Settings under Email Mailbox Settings that you can uncheck. When you uncheck the box it will skip the CC field when creating Contacts.

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  • Great workaround, Thomas!

    Thanks for sharing.

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  • I appreciate your suggestion Thomas but there shouldn't need to be a "workaround," there should just be an option to make it automatic or not. This isn't just a CC field problem, there are often additional contacts in the TO field that create the same issues. Ideally there would be a page that would show you all your recent potential adds with check boxes to create or delete but I would be satisfied with a simple on/off option that would force manual creation if I opted to do so. 

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  • Hi Cassie, sorry that won't work for you, I was only hoping to help.

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  • Thank you Thomas, I do appreciate the suggestion!

     

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  • We're trying to contain this issue too. Having a clean database which enables us to manage contacts and organisations is pretty mission critical and a reason why we have vacillated for so long about moving CRM. If the sidebar causes the creation of new contacts every time someone is copied in (CC) or addressed (To) when they are not a "real" contact for us that's a step too far. 

    I would agree the "on/off" option would be useful...We know it just one of the email etiquette problems but there's no need to clog up the CRM with useless contacts. Please find a way of making this user selectable.

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  • Hi,

    We faced same problems with the "auto-creation" tool. When I send an email to a lead, Insightly automatically creates an organization linkend to the lead. The real problem for us is that Insightly saves the email sent only under the organization profile. This means that if I check the lead profile I don t see any mail sent. Now, does this happen also if I send an email to a contact? Does Insightly create an organization linked to the contact? Can I visualize the mail sent in the contact profile in this case?

    Thanks

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  • Hi Massimiiano,

    I apologize for the trouble you're having with this, This is a site performance issue we're working on. I'll make sure to follow up once we have some updates.

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  • Hi Nora,

    Thank you for your answer. 

    But I need to know when the issue will be solved. Can you give me an estimation? 1 week-1month-1 year?

    We are in the middle of a marketing campaign and we need a CRM that works. 

    Max

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  • Hi Max,

    Unfortunately, i don't have a time frame of when this will be resolved. We’ll definitely update this thread as soon as we have more information, so stay tuned!

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  • I echo the multiple sentiments on this thread.  The autocreate function sounds great in theory but the system does a poor job of executing.  I'm tired of having to smartmerge auto-created organizations that are merely based on an email domain.

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  • My 45 speakers and I provide 1,000+ presentations every year, fraud, ethics and corporate strategy. Half my speakers have been to prison for white collar crime. $18,000 to $2.7 BILLION. So like you I need a good system to track client interactions.

    So WHY won't Insightly fix the auto creation problem. Simple. Auto creation is Insightly's deliberate business model to fill up your 2,500 record limit so you have to pay for Premium. So Nora D and other Team members job is to type "I hear your pain" but not fix it. 

    I hit my 2,500 limit 30 minutes ago and it took almost 10 minutes to figure out a way to delete ALL "who john doe" cards at once. Simple....

    1. Go to Contacts,
    2. Create a Filter with "Last Name = Doe".
    3. This displays all "who john doe" cards.
    4. Click box in upper left to select the 50 displayed.
    5. Click the link in the top middle of the list that says "Select All ____ Contacts that meet this filter".
    6. Insightly then displays all "who john doe" cards.
    7. Click "Delete" and click the confirmation.
    8. Poof. Gone. Now I have only cards that I actually want.

    We won't tolerate this business model so we're evaluating other CRMs. Right now HubSpot Sales with CRM looks pretty good. Will know more after tech support call on Fri. Unlimited almost everything. Look at it and let me know.

     

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  • Hi,

    we sent 500 email to 500 leads this month. Consequently, Insightly has automatically created 300 organization.

    FIRST QUESTION: why only 300 ? why not 500?

    300 email have been saved under the 300 new organization and not under the leads. As a consequence, if i check a lead I ve previously sent an email to, I do not see any email related to this.

    SECOND QUESTION: why does this happen? Are you able to solve this mess quickly?

    Auto-creation process is not a real problem compared to the fact that sent email are no more linked to their leads!!!!!!!!

    Last, auto-created organization are not even linked to the leads, they are just created and that's it.

    THIRD QUESTION: are you able to link the organization to the lead?

    During the last 5 hours I had to select sent email one by one, check if those have been correctly linked to the lead by Insightly or incorrectly linked to the auto created organization without any clear link with its already supposed linked lead.  In this case, I have had to link email again to the correct lead.

    I hope I ve been clear enough in order to make you understand me, Insightly.

    I don t want to lose my time again.

    I wait for a clear answer.

    Are u able to fix this? YES/NO 

    If YES, give me a timeline.

    Thank u

    Massimiliano

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  • Hi Massimiliano:

    It looks like your questions are a little different than the need to turn auto-creation off. I am looking into this and doing a couple of email to Lead tests. I'm going to take this offline and reach out to you in a separate email so we can get some additional information on the emails you sent out. Keep an eye out for a different email from Insightly.

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  • I deleted 2490 "who john doe" contacts. How do I get Insightly to reset my contact count to 10? Or is this another 'feature'?

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  • Hi Gzfraud:

    When you comment on a thread you will automatically be subscribed to any replies made to the thread to keep you updated :)

    I'm not sure what you are trying to reset, can you provide additional information on what you are trying to accomplish?

     

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  • HI Lyla T......I'm at my 2500 limit. So I deleted 2490 "who john doe" contacts. How do I get Insightly to reset my contact count so I'm under the 2500 limit?

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  • Hi Gzfraud:

    Are the records still in your Recycle Bin? Records that are deleted will be moved to your Recycle Bin and will remain there for 30 days or until your clear it. While in the Recycle Bin, the records and files will continue to count towards your storage limits. This article covers how to restore or remove items from the Recycle Bin.

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  • Holy cats, this is a disaster. Every time I forward an email to Insightly, it creates a new organization and contact, even when said organizations and contacts exist. It creates a new organization under the domain name (like XYZ company, when the email is 123@XYZ.com even when I already have an existing organization).... This is horrid, and is creating tons of work for me to go in an remove these ghost companies, not to mention another ton of confusion in my work group. 

    Why can't I just disable this "feature"?

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  • Hi Dennis:

    Has the email domain for the company been entered into the Organization record? Insightly will scan the header information for email addresses and domains to match contacts and organizations for linking. If a match isn't found, contacts and organizations will be created for you.

    The request to have the option for turning the feature off has also been added to the Ideas & Suggestions page if you'd like to add your vote here.

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  • Please allow this function to be turned off.  We have had our insightly live  for a week and it is already a HOT Mess.

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  • +1 to have a checkbox in the system settings to disable this feature.

    We spent almost 2 hours a week cleaning the organisations view because of the automatic creation of email addresses. It's specifically problematic when we get a email from a client with a different mail domain than the organisation name, even hyphens in a mail domain triggers the creation of a new organisation. 

    I know about the feature to add the domain to the organisation details to stop this behaviour, but this isn't a solution for us. Especially when you have to send a single email to another organisation that's working together with your client. 

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