topic Re: Required Properties In Company and Contact in 💬 RevOps Discussions

Required Properties In Company and Contact

ROFU — Fri, 27 Mar 2020 14:24:03 GMT

Hi all,

First time post on here. How do you guys manage required properties in contact and company records? We need these as we have an integration that pulls this data into our billing system upon "deal won", but you can only have required fields at this point on the deal record.

I'm currently duplicating these properties in the deal but hiding them from users. Using a workflow to copy from the company property to the duplicate deal one, then make the duplicate required. Then I am building another workflow so that when this is completed in the pop up box, the deal property is copied back to the company property, as this is where the integration pulls it's data.

Have I over engineered this? Do you guys have suggestions on how this could be simpler?

Re: Required Properties In Company and Contact

joseortiz — Mon, 30 Mar 2020 14:11:55 GMT

Thanks for your post @ROFU ! Tagging a few community users who have mentioned expertise/interest in HubSpot properties to see if they can help.

@JonathanD , @KelseyVia , @amydowling , @bcartwright

Re: Required Properties In Company and Contact

HadarS — Mon, 13 Apr 2020 16:46:23 GMT

@ROFU There is a way to define required properties upon creation of a contact or company record. Under the global settings gear icon in the top right of your portal, navigate to "contacts & companies" on the left hand side. For contacts go to "Set the properties all users in your account see when creating contacts." For companies go to "Set the properties your team sees when creating companies." Not only do you have the option to select what shows up when a new object is created but you have the option to define which of those are required.

Re: Required Properties In Company and Contact

ROFU — Tue, 14 Apr 2020 07:29:12 GMT

Thanks Hader,

Yes I've done this as far as I can, however we have some invoicing fields, such as VAT number, that the person completing them wouldn't know until near to closing the deal, so the company would already be setup by this point. Therefore I can't add them at this stage. I was planning to put these properties into the deal stage, and use workflows to add them to the company record. Do you think that might work?

Re: Required Properties In Company and Contact

HadarS — Tue, 14 Apr 2020 14:21:49 GMT

Hi @ROFU -- yes that will work! You'd setup a matching deal and company property. Set the deal property as required to move to the deal stage where you want to require it. Then, use a deal workflow to copy the property from the deal property to the company property. The trigger for the workflow is "deal property=is known". Note: deal workflows are part of the Sales Product.

Re: Required Properties In Company and Contact

ROFU — Tue, 14 Apr 2020 14:38:56 GMT

Thanks Hadar, one thing I'm slightly concerned about is the order these things will happen in. So, once the pop up box says "complete this missing required property" and the user completes this and clicks save/done, will the workflow send the property value to the company property before the deal is moved to deal won, or after? This is vital as our integration sends details to the invoicing system at the deal won stage,so the info will need to be in company before this happens.

Hope that makes sense!

Re: Required Properties In Company and Contact

HadarS — Tue, 14 Apr 2020 15:10:33 GMT

@ROFU The required field must be populated before the deal stage can be moved into that stage. So technically the workflow I suggested would trigger upon this value being known. That said, the closed-won update happens fairly quickly after and depending on volume, there's a possibility that copying from deal to company may take longer than updating the deal stage to closed-won. If there's a timing concern I'd adjust the integration to sync upon deal stage=closed won AND checking that a value is populated in the company VAT field.