Creating a meeting activity via Workflow

CDeMares — Thu, 08 Aug 2024 20:16:50 GMT

We have a deal stage in the sales pipeline called ''meeting scheduled'' - however some of our sales reps forget to register the meeting activity in HubSpot, so to address this I want to be able to create workflow or a validation rule that when a deal is move to the ''meeting scheduled'' stage there should be an existing meeting activity associated to the contact or the deal.

Now since I have a lot of cases where the deals are being place in ''meeting scheduled'' and no meeting activities are registered I want to able to create them via workflow.

Re: Creating a meeting activity via Workflow

karstenkoehler — Fri, 09 Aug 2024 04:21:10 GMT

Hi @CDeMares,

Going forward, you might want to evaluate deal approvals so that you can check whether a meeting is logged before a deal can proceed: https://knowledge.hubspot.com/object-settings/pipeline-approvals

Alternatively, on an Enterprise subscription, there is also a solution where a deal can only pass to a next stage when a meeting is logged. The approach would be as follows:

Create custom deal property "Meeting logged" (single checkbox)
Set property permissions for this property to view only for all non-super-admins (this is an Enterprise feature)
Create a workflow that enrolls deals when they're associated to a meeting, then use the "Set property value" workflow action to check the property from step 1
Make the property from step 1 a required property for the next deal stage

Regarding your question of retroactively creating meetings automatically, this is unfortunately not possible via workflow, at least not without custom code. If you want to retro-actively create meetings for deals that are missing one, here's what I would do:

Create a list of deals that are associated to a meeting
Create a list of deals that are not in the list from step 1 but have the deal stage "Meeting scheduled" or later
Export those deals
In the export file, add new columns with the meeting information for each deal
Re-import the file as multiple objects (deals, meetings)

For meetings, you'll have to include the following columns:

Meeting description,

Meeting start time, and

Meeting end time.

When importing new meetings, it's also recommended to include Activity date.

The start time, end time, and activity date values should be formatted as date-time properties.

See here: https://knowledge.hubspot.com/import-and-export/set-up-your-import-file#required-properties

This is the fastest and easiest way to create meetings historically in bulk.

Best regards!

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Creating a meeting activity via Workflow

Re: Creating a meeting activity via Workflow