topic Re: Consolidated notification email to contact owners in Data Hub

Consolidated notification email to contact owners

PAtlan — Mon, 12 Feb 2024 10:21:52 GMT

Hi,

In my contact onboarding process, i want to notify users that they have been attributed a new contact.

I can't use the generic notification mechanism because this only concerns a subset of my contacts (i.e. they have a property called "contact type" set to "expert")

I want to use a workflow that runs once a day and notifies owners of the new "experts" they've been given in the last 24 hours.

To do this, I have a workflow that runs once a day, sending an email to contact owners, and filtered by contacts whose ownership has changed in the last 24 hours (and who have the correct type).

But I would love to just send ONE email a day to each owner saying "Hi, you have 3 new experts: Expert 1, expert 2 and expert 3"

Any tips? I can't figure out how to do this ...

Thanks.

Re: Consolidated notification email to contact owners

karstenkoehler — Mon, 12 Feb 2024 10:25:21 GMT

Hi @PAtlan,

I typically don't use workflows for this but recurring report emails: https://knowledge.hubspot.com/dashboard/email-or-export-reports-and-dashboards

Instead of setting up a workflow notification, create a report with the information you'd like to display and then set up a recurring email for that report to the people you'd like to notify.

Best regards!

Re: Consolidated notification email to contact owners

EsteeH — Wed, 14 Feb 2024 10:06:37 GMT

Hi @PAtlan!

I would recommend a slightly odd approach that will give you a bit more flexibility with the email you are sending!

Create all of the users who would be receiving these emails as Contacts in your HS account. Set these with a specific type property v alue (like Internal) so you can identify these contacts. Set up contact properties like "Number of new experts in last 24 hours" which would be a calculated property that counts how many Contacts are associated to this contact record. Then set up a workflow that triggers when a new contact is assigned a contact owner. Branch according to the contact owner, and create associations between the new contact record and the owner's contact record (you can use Associ8 or Insycle for that). Then you set up a scheduled workflow that has the criteria for the contact type of your internal users, and you send a custom email to them using the property you created and the associated records' details. At the end, break all of the associations between the contacts and let the process run again!

As I say, slightly odd approach at this, but this would work for your use case 🙂

Thanks,
Estee

Re: Consolidated notification email to contact owners

PAtlan — Wed, 14 Feb 2024 10:29:44 GMT

This is an interesting take. And tickles my "duct tape and string" tendencies .... My only gripe is that I have a non-trivial number of owners, and I would need to maintain that workflow every time a new owner comes into play.

Re: Consolidated notification email to contact owners

PAtlan — Wed, 14 Feb 2024 10:30:23 GMT

Hmm, this seems interesting, but I need to delve more into the reporting side of things. I'll look into it!