topic Re: Workflow & Deal Stage Trigger in Tips, Tricks & Best Practices

Workflow & Deal Stage Trigger

TSacchetti — Wed, 08 Feb 2023 18:50:48 GMT

Hi all, I created a workflow with the deal stage trigger at the top level, included with the membership list controlling the workflow. Will that work for all contact points in the workflow? Or do I need to keep checking the deal stage at each email trigger date? Thanks in advance #beginner!

Re: Workflow & Deal Stage Trigger

franksteiner79 — Wed, 08 Feb 2023 18:54:18 GMT

Hi @TSacchetti

Could you maybe share a screenshot and explain a bit more?

What is the workflow supposed to be doing?

What is supposed to happen to contacts?

I also see you tagged this post as "starter", but workflows are only available in Pro & Ent subscriptions.

Frank

Re: Workflow & Deal Stage Trigger

karstenkoehler — Wed, 08 Feb 2023 19:01:53 GMT

Hi @TSacchetti,

That depends on what you'd like to achieve. Are you referring to a contact-based workflow or a deal-based workflow? (The fact that you're mentioning a membership lists hints at a contact-based workflow.)

In any case, if your question is whether at any point of the workflow contacts might enter that doesn't meet the enrollment criteria (your deal filter), then no. To enter, a contact must meet the criteria.

However, if you want a contact to leave if they don't meet the criteria later on, because the associated deal moved to another stage, then you can choose what should happen.

In the Settings tab of a workflow you'll see this:

You can decide whether a contact should stay in a workflow if it doesn't meet the enrollment criteria anymore.

In your case, if you only want contacts to be in the workflow if they're associated to a deal in a specific stage but leave the workflow if the deal moves to another stage, you would have to select 'Yes, remove them from this workflow'.

Lastly, if you want different actions to execute depending on whether a contact still meets the criteria or not, you could use an if/then branch and check if the contact is associated with a deal still within that stage or not.

Let me know if that's what you meant with your question and if you have any follow-up questions!

Re: Workflow & Deal Stage Trigger

TSacchetti — Wed, 08 Feb 2023 20:28:16 GMT

Here are the screenshots of the workflow and the list driving the workflow; it's fairly simple but my hesitance is because I also don't know how Hubspot treats certain things, and want to make sure those who should not continue in the workflow don't continue to get emailed. They should "stop" if they move in the deal stage that is anything from invoice sent to fully enrolled. I typically have added the not-in-deal stage criteria in each if/then step, but this feels like only having to do that once at the top should work in this simple one? Thanks, Tricia

Re: Workflow & Deal Stage Trigger

karstenkoehler — Wed, 08 Feb 2023 21:07:24 GMT

Hi @TSacchetti,

This is how you can achieve that:

Add an additional filter to your enrollment criteria, specifying that the Deal stage of the associated deal is none of [anything from invoice sent to fully enrolled].
In the Settings tab of the workflow, select "Yes, remove them from this workflow", as explained in my earlier reply.

When you do that, this is what will happen:

Contacts will enroll as per your criteria.
If, during the execution of the workflow, at least one associated deal moves to a stage that is anything from invoice sent to fully enrolled, the contact will be removed from the workflow.

Let me know if you have any follow-up questions!

Re: Workflow & Deal Stage Trigger

franksteiner79 — Wed, 08 Feb 2023 21:14:17 GMT

Thanks for the additional context @TSacchetti.

In short, once a contact meets the enrolment trigger they are in the workflow.

Meaning the workflow isn't constantly checking if the contact is still meeting to enrolment criteria. It's like a bouncer at a night club, once you in, you are in.

HOWEVER, this is where workflow goals come into play.

"A workflow goal is the ultimate objective of your contact-based workflow. When an enrolled contact meets the workflow goal criteria, they are automatically unenrolled from the workflow before the next action executes."

There is a goals tab in the workflow editor where you can define the goal of the workflow.

Ideally the goal would be one thing - a form submission, a recently opened deal. If it gets a bit more complex I would work with a list and then use being a member of that list (after meeting the criteria/goal) to be dropped off the workflow.

I hope that helps.

Frank

Re: Workflow & Deal Stage Trigger

TSacchetti — Wed, 08 Feb 2023 21:29:07 GMT

Thanks all, I meant starter as in new to Hubspot at this level of play. And trying to wander around without causing too much harm! Settings and goals I was just not even using, so that's helpful.

Re: Workflow & Deal Stage Trigger

Alagappan — Thu, 22 Aug 2024 12:08:40 GMT

Hi @karstenkoehler,

I have a deal-based workflow that notifies my sales team when there's been no activity for more than 30 days and meets the criteria of an active deal. Here's the snapshot of my enrollment trigger. After sending an initial email, it waits for 15 days to check if the last activity date is changed and sends an escalation email to the contact owner. However, it is not checking for the enrollment criteria again. For example, a deal stage changed for a deal that was in the middle of the work-flow. It still continued to the escalation email. In the new UI, where enrollment settings have been moved away separately, I am unable to find the option you have provided above. Should I just recheck in the if/then branch along with checking for change in activity data, if the deal stage is changed?