How Does RelationLens Get Job Titles for Contacts?

RelationLens finds contacts from headers, invitations and saved contacts. Job titles come from optional signature reading, employee edits and enrichment of rele

By Avik Ghosh, Managing Founder, illuminis

Headers Show Who a Contact Is, Not What They Do

Every night, RelationLens reads message headers, calendar invitations and saved contacts. That shows who sent mail, who received it and who was invited to meetings. That is enough to find a business contact, and message bodies and attachments are never stored.

A job title is different. It usually appears in an email signature, and the signature sits in the message body. So how a title reaches a contact record depends on choices your company makes.

Reading Signatures Is a Separate Permission, Off by Default

Reading a signature block for a job title is its own permission. It stays off unless the customer turns it on. When it is on, the signature is processed in memory only, and nothing from the message body is stored.

Your administrator makes this decision on one screen, with no code and no ticket. The same screen controls what may be read, what is excluded and how long anything is kept, and every setting starts at its safest option. Whatever you choose, internal mail, human resources, unions, occupational health and legal correspondence are excluded before anything is read.

A Title Can Reach the Record in Three Ways

• Signature reading, if your administrator turns the permission on.
• The employee's correction. From the weekly digest, the employee can choose edit and share to fix a title or company before release. The private My Contacts list allows the same corrections one at a time or two hundred at once.
• Enrichment of released records. Once a contact is released, it can be matched against the data services you already pay for.

The Person Who Knows the Contact Is the Best Source

Titles change with promotions and job moves. The employee who works with a contact often knows the current role better than an old signature or a provider's records. With edit and share, Marketing gets the version that the person who knows the contact believes is right.

The same person often appears in several employees' mailboxes, sometimes with slightly different names or titles. RelationLens matches on work email and merges them into one record before delivery to HubSpot, so the CRM does not fill up with near-duplicates.

Running With No Message Body Access Is Fully Supported

Some privacy reviews will ask for no message body access at all. RelationLens fully supports that setup. Contacts are still found from headers, invitations and saved contacts. Titles then come from employee edits and from enriching released records.

Enriching only released records keeps unapproved contacts private. It also means you don't pay to enrich contacts nobody chose to share. Before release, every contact stays visible only to the employee whose mailbox it came from.

To see how RelationLens finds contacts, keeps them private until approval and sends complete records to Marketing, visit the product page.