Track last meeting of a given type

RobHansen — Wed, 07 Aug 2024 16:00:33 GMT

Hi, I want to populate a property on a company object with the last time that a meeting of a specific type, e.g., a QBR, was held. I can trigger this based on a filter for any companies that have a meeting of this type, but I can't seem to figure out how to trigger only when the activity is recorded.

Re: Track last meeting of a given type

karstenkoehler — Wed, 07 Aug 2024 17:19:10 GMT

Hi @RobHansen,

This is unfortunately not as easy as one would hope it would be. As there are no activity-based workflows, it's also not possible to copy a date from an activity to a company record directly. Whenever the workflow runs is also the time when the date gets stamped into the property – making it difficult to document this historically.

Here's what I think is the best approximation – besides custom coding a solution based on the Engagements API endpoint. The steps below would have to be repeated for each meeting type.

Create a custom date properyt "Last QBR meeting date"
Create a company-based list, filtering for companies that are associated to an activity with "Meeting type is any of QBR AND Activity date is less than 1 day ago"
Create a company-based workflow that re-enrolls companies based on membership in the list from step 2
Use the "Set property value" workflow action to set the property value to the date of the step
Turn the workflow on and only enroll records that meet the criteria after the workflow is turned on

The list is needed as re-enrollment based on activities is not possible.

If you want historic information, you would have to create a custom report based on companies and activites as data source, displaying the activity date of all activities with meeting type = QBR. You could then export this report as CSV, re-import it and map the activity date to the property from step 1.

As I said, this is not very straight forward at the moment – unless you have a developer which simply custom codes an application to do this based on the HubSpot API.

Best regards!

Re: Track last meeting of a given type

RobHansen — Tue, 13 Aug 2024 13:52:01 GMT

Thats perfect, thanks!

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Track last meeting of a given type

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