Excluding emails from import

Your team’s emails are an important part of the sales process, and importing them to Gong allows us to get a fuller picture of communication with your customers. We use your emails to enrich your data in Gong, assess how your deals are progressing and provide meaningful insights in Ask me anything about a deal, the Deal likelihood and other Gong analytics on deals.

By providing a framework for defining emails that shouldn’t be imported to Gong, we aim to only import emails that are deal related and exclude other emails from appearing in Gong. To do this, we only import emails where the recipient or sender is also a CRM contact or lead, as other emails are less likely to be relevant.

The types of emails we avoid importing are:

• private emails such as emails that team members send to themselves 

• internal emails such as those sent or received by HR

• spam emails

• emails that come from public email domains and are probably not relevant to your business (this can be configured).

Emails excluded by default

To prevent importing emails that aren’t work-related we automatically exclude:

• bounced email notifications

• emails marked by a user as not to import to Gong

• emails from domains defined as internal

• For Outlook: emails tagged as Personal or Private, as well as any custom sensitivity labels defined. Only emails with a sensitivity level of Normal are imported.

• emails from domains excluded from being imported to Gong

• specific email addresses you define as being excluded from being imported to Gong

• emails with terms in the subject included in the global exclude list or defined in the company’s list

• emails with usernames in the prefix that imply they might be junk or spam emails

Gong maintains the following lists to exclude importing these emails:

• Domains: emails sent from these domains aren’t imported

• Email prefixes (the part of the email before the @): emails with these prefixes aren’t imported

• Words: emails with these words in the subject aren’t imported

These lists can’t be edited. Contact Gong support if you want to add terms to the lists.

Configuring which emails shouldn’t be imported

Improve the accuracy of which emails aren’t imported by configuring: 

• Internal domains: domains which are internal to the company. If all email participants are from these domains, it is unlikely that the email should be imported to Gong. 

• Email import exclude list: a list of domains, email prefixes, email addresses and words that when they appear in the subject of an email shouldn’t be imported.

To configure the exclusion lists for emails:

1. Click Company Settings > Data capture > Data protection & privacy.

2. Set internal domains: Your company may use more than one domain, and emails from those domains shouldn’t be imported to Gong. For example a general domain for emails, chat, file sharing and a separate domain for development.

   1. In Gong internal domains, click EDIT in the top right of the section. Add each internal domain on a new line. Emails where all the participants are from one of these domains will not be imported to Gong.

   2. Click Save in the top right of the section.

3. Set rules for external emails: Define words, email prefixes, email addresses and domains that shouldn’t be imported to Gong:

   1. Scroll down to Email import exclude list and click EDIT in the top right corner of the section.

   2. In the Domains area, add each external domain you don’t want to import emails from, on a new line.

   3. Check Don’t import emails with a domain in the Gong domain list if you don’t want emails from Gong’s set list of domains such as facebook.com to be imported to Gong. This list excludes emails from more than 150 domains from being imported to Gong and is useful if you’re a B2B company that communicates exclusively with work emails. Such emails may be irrelevant for your business, and add unwanted volume to the emails you import.

      Note:

      If this option is checked, any emails from these domains that were already imported will be deleted.

   4. In the Prefixes area, add each prefix on a new line. Emails with these prefixes won’t be imported to Gong.

   5. Check Don’t import emails with a prefix in the Gong prefix list if you don’t want emails with a prefix from Gong’s set list of prefixes to be imported to Gong.

   6. In Email addresses, add each email address you don’t want to import emails from to a new line. 

   7. In Words in email subject, add words to exclude emails with these words in the subject from being imported to Gong.  Add each word on a new line. Phrases can have one or more words, and will match “as-is” with a phrase found in the subject. This field is not case sensitive.

      For example, if you enter please ignore, Gong will not import emails with the following subjects:

      • Please ignore

      • Confidential - please ignore

      • Please ignore this message

      However, we will import emails with the following subjects:

      • Ignore

      • Please look into this

      • Please do not ignore

      Note:

      We only scan the subject and address lines, not the text of the message.

4. Click Save.