Need help creating workflows to auto-delete spam emails in Conversations inbox

[DSerra66]

Hi community, 

We’re receiving a high volume of spam emails in our Conversations inboxes with subjects like “TOP Rankings on Google” and similar SEO offers. I’d like your help to understand how we can automatically identify and remove these messages using workflows.

Our goal is:

• To automatically detect incoming emails in our Conversations inboxes whose subject (and/or body) contains specific keywords (e.g. “TOP Rankings on Google”, “rank #1 on Google”, etc.).

• To ensure this only applies to emails received in our shared inboxes (info@…, support@…), and does not affect normal emails logged from our sales reps or customer replies.

• To automatically close/delete those conversations or tickets and optionally tag the associated contacts as spam so we can clean them up in bulk.

We have the following subscription:

• Marketing Hub Enterprise (with additional marketing contacts)

• Sales Hub Professional

• Data Hub Professional

• Dedicated IP Add-on

• Domains Limit Increase

In the workflow triggers I currently only see “Email events” related to marketing/sales emails (clicked, opened, delivered, etc.), but I don’t see any trigger that lets me use the subject of inbound emails to the Conversations inbox as enrollment criteria.

Could you please confirm:

1. Whether there is currently a way (or any recommended workaround) to build workflows based on the subject/body of inbound emails to Conversations inbox and restrict them to specific inbox addresses.

2. If this is only available for certain object types (e.g. ticket-based or conversation-based workflows), how we can enable or configure those in our portal.

3. If it is not yet possible, what you recommend as best practice to handle and auto-filter this kind of spam in Conversations.

Thank you in advance for your help.

[karstenkoehler]

Hi @DSerra66,

It sounds like you already explored how far the deny list can get you? https://knowledge.hubspot.com/inbox/manage-your-allow-and-deny-list

Before developing anything inside of HubSpot, have you considered fine-tuning the quarantine settings in your email provider settings? Both Google and Microsoft allow this - and it would be far easier and cleaner to automatically quarantine emails based on keywords there than in HubSpot directly.

Within HubSpot, workflow can't directly delete emails / conversation inbox entries, so this would require a custom code workflow action based on the HubSpot API that triggers after the fact. Not having these spam emails land in HubSpot to begin with, by configuring your quarantine / email policies would not let that happen at all.

Best regards