topic Re: Sequences - different people in same organisation in Sales Email

Sequences - different people in same organisation

dealmaker1 — Mon, 14 Jun 2021 10:14:48 GMT

Hi all

In our database we have a number of companies of which we often have multiple contacts (for the same company).

When we send sequences we ideally want to target say one or two people initially from a company and then target remaining contacts at a later date. The issue sometimes is when several people in the same company all get the same messages at once it can cause irritation.

Can anyone please suggest a workable way that we can easily filter out (in a list or equivalent) contacts so that we can target say only one person per company?

Many thanks

Re: Sequences - different people in same organisation

karstenkoehler — Mon, 14 Jun 2021 10:48:37 GMT

Hi @dealmaker1,

HubSpot doesn't have a feature that automatically picks one contact per company, unfortunately. (This would indeed be useful.) The tool relies on your input; you need to make tell HubSpot which contacts exactly should be enrolled. There are two ways this can be done.

The first option is to find a property value that is unique to one contact per company. This could, for example, be Buying role. If there is a property like this which you could leverage, then you'd simply create an active list and filter for contacts with a specific value in Buying role. I assume, however, that you don't have this information and backfilling it now would not be feasible. (Still, if you can think of any property value that would work here, that would be the easiest option.)

The second option is export all of your contacts (the ones, which you're planning on enrolling into the sequence) and remove duplicates from the Excel file. The column for removing duplicates would be the Company name column. When you re-import the list, select "Create list from import" at the end of the import wizard. This would be your list of contacts with just one representative per company. (You only need to re-import the Contact ID / Email, you can remove all of the other columns. After deduplication in Excel, you're left with just one contact per company.) Obviously, there isn't any logic to the contact selection here. It's simply one contact per company.

You can repeat this process again and again, just make sure that you exclude contacts previously enrolled in a sequence from the export.

Hope this helps!

Re: Sequences - different people in same organisation

dealmaker1 — Mon, 14 Jun 2021 11:45:56 GMT

Thanks @karstenkoehler , much appreciated.

One follow on question from what if I may..

So let's say we have 3 contacts from one company.

We enter one of them in a sequenced email who then replies.

We then do not want to enter the remaining two contacts into the sequence.

Can you think of a logical way that we can do this? I thought one way could be to create a contact based workflow to say if the last sequence ended date is known then it automatically triggers a custom property that denotes the associated company as not being eligible for sequencing (or something to that effect - to allow for filtering).

Re: Sequences - different people in same organisation

karstenkoehler — Mon, 14 Jun 2021 12:26:36 GMT

Hi @dealmaker1,

If you choose the export solution I described, it would simply be the rest of that list. Let's say you export 999 contacts and you reduce the file to 333 contacts by deduplicating via the company column – you'd re-import the 333 contacts. The difference between the exported list (999) and the newly imported contacts (333) would be the contacts that shouldn't receive any additional sequences (666).

It looks like you're on a Professional subscription which includes workflows so there's another way. You could create a custom company property, e.g. Contact from this company has been enrolled in sequence. You can then create a workflow like this one:

Once this information is available on the company record, you can create contact lists and filter for this property:

These would be the contacts that you have to exclude when you enroll the next batch of contacts into sequences.

Let me know if you have any follow-up questions! If you found my replies helpful, you can help the community by marking them as solutions.

Cheers!

Re: Sequences - different people in same organisation

dealmaker1 — Mon, 14 Jun 2021 14:39:25 GMT

Thanks @karstenkoehler , extremely helpful as always!

Re: Sequences - different people in same organisation

RManigold1 — Fri, 01 Dec 2023 18:15:39 GMT

I want to know the answer to this question!