topic How to automatically create a Deal record via Conversations Inbox email channel in Tips, Tricks & Best Practices

How to automatically create a Deal record via Conversations Inbox email channel

Simon_C — Mon, 17 Jun 2024 14:12:08 GMT

Requires Service Hub Professional

Hello HubSpot community! My name is Simon and I work on the HubSpot Support team.

Currently HubSpot supports automated Ticket creation via the Conversations Inbox.

Taking this a step further to the Deal object is not something that is currently available by defualt!

This means that when connecting sales@ (or similar) Team email inboxes as channels in the Conversations Inboxes that HubSpot cannot create Deals automatically and log those incoming emails to the Deals automatically, like is possible with Tickets.

I recently had a case where the customer's end goal was to create a new Deal for every new email sent to a certain channel in the Conversations inbox and to Log this email to the Deal it creates. Each email was specific to the Deal it was to create. (This was a reservations@ email channel for a hotel)

This is not currently supported based on how Deals pull activities automatically, since the email must be logged on the Contact record after the Deal is created. Meaning that it will not be possible to use a Conversations-based workflow to create the Deal and associate the incoming email.

*cue workaround*

The Conversations inbox can be set to auto create a Ticket via the chosen connected email channel as normal.
NB: Be sure to set a value for a unique, custom Ticket property in the Create Ticket automation in the Inbox:

Set unique property
Then you can enroll the auto created Ticket into a Ticket-based workflow using this unique custom Ticket property and value.
Then use the "Create record" action in the workflow to create a new Deal and copy the relevent properties from the enrolled Ticket to the Deal.
NB: Ensure you select the checkboxes to pull the recent activity (email) from the enrolled Ticket to the new Deal.
The workflow could then set the enrolled Ticket into a Closed status of a specific Ticket pipeline eg. "Sales-ticket" pipeline.

Associate Ticket activity with the Deal

In conclusion, after enabling the workflow, the Tickets that were specifically created via the Conversations Inbox channel will be enrolled (based on the unique property) > a Deal will be created > the email will log on the Deal > finally, the Ticket will be set in a Closed status.

I hope this helps😊

Re: How to automatically create a Deal record via Conversations Inbox email channel

Jnix284 — Thu, 27 Oct 2022 00:17:16 GMT

@Simon_C thank you for sharing this, it does leave me wondering that with more integration of sales channels into the converations inbox, it would be great if HubSpot considered deal creation in the same way as ticket creation so that this extra step wasn't necessary.

Creating the ticket would also require additional filters to remove from service reporting, etc.

I understand that Converations Inbox started with service, but now replies to marketing emails go there, facebook messenger, form submissions, etc. that it should allow for more flexibility with conversation management and even access by channel for teams.

Re: How to automatically create a Deal record via Conversations Inbox email channel

Simon_C — Fri, 28 Oct 2022 08:24:23 GMT

Hey @Jnix284 Glad this is helpful! I also agree.
You got me thinking and it is possible to set the sales@ email channel to create the Tickets in a new Ticket pipeline eg. Sales-ticket pipeline so it doesn't mess with existing Ticket reporting 🙂

Re: How to automatically create a Deal record via Conversations Inbox email channel

Jnix284 — Fri, 28 Oct 2022 14:56:11 GMT

@Simon_C yes, creating a separate ticket pipeline is possible, it does muddy the waters with service hub seats vs sales hub seats.

Re: How to automatically create a Deal record via Conversations Inbox email channel

Simon_C — Fri, 28 Oct 2022 15:34:52 GMT

Hey @Jnix284 Hmm so what would be a concern with the seat assignent or limitations around that?

Re: How to automatically create a Deal record via Conversations Inbox email channel

Jnix284 — Fri, 28 Oct 2022 15:39:04 GMT

@Simon_C I just reviewed the documentation for paid users and it looks like what I was thinking would potentially only be an issue for legacy customers, if at all. 🙂

Re: How to automatically create a Deal record via Conversations Inbox email channel

Simon_C — Fri, 28 Oct 2022 15:52:11 GMT

@Jnix284 Ah okay! 😅 I was wondering since I tested again just now using a user without any assigned paid seat and assignmnet worked as it should but I also noticed the Original source data 1 property on the Deal record is updating to "CONVERSATIONS" which will help with identifying these Deals in reporting too!

Re: How to automatically create a Deal record via Conversations Inbox email channel

Jnix284 — Fri, 28 Oct 2022 17:27:26 GMT

@Simon_C super helpful, thank you! This will make it easier to update reports and get everything aligned properly between service and sales. I'm excited to test it out!

Re: How to automatically create a Deal record via Conversations Inbox email channel

Simon_Abel — Wed, 20 Sep 2023 12:44:34 GMT

Super helpful @Simon_C . There's only one but... And that's that it's necessary to have Service Hub Starter or Pro to create a Tickets based workflow. So we've got Marketing Hub Pro and Sales Hub Pro with several seats. No specific need for Service Hub other than create Deals straight from incoming Inbox conversations. This feels incomplete and unnecassary. HS you can do better! 🙏

Re: How to automatically create a Deal record via Conversations Inbox email channel

AMammarella — Tue, 07 Nov 2023 16:30:36 GMT

Hello 🙋🏼‍‌♂️‌">

If you have ever struggled with manually adding line items to deals, say hello to the Add Line Item to Deal app we have released!

Key Features:

- Dynamically include a line item in an already existing deal;

- Capability to insert the following fields: SKU of the product to add, product’s quantity, line item price, currency list (USD, EUR, GBP, etc.).

Install the App: Head to the HubSpot Marketplace, install the Add Line Item to Deal app, and get started for free.

Say goodbye to manually adding line items to deals.

Try the Add Line Item to Deal today and elevate your HubSpot workflow game!

Alessio Mammarella

HubSpot Specialist

Exelab

333-6580788

alessio.mammarella@exelab.com

exelab.com

Re: How to automatically create a Deal record via Conversations Inbox email channel

GFair6 — Sat, 23 Dec 2023 13:50:14 GMT

@Simon_C thank you for finding this solution. I skimmed these posts but wanted to confirm: this appears to require the service hub correct? I find the workflow automation for this is not available in my Sales Pro subscription.

On that topic would it make sense to have one service hub subscription (aka one seat) in order to automate this portion then the seat can assign the deal to the appropriate Sales Pro rep?

Re: How to automatically create a Deal record via Conversations Inbox email channel

DavidSweden — Tue, 04 Feb 2025 10:49:19 GMT

Hello!

Is there any update on whether it's now possible to go directly from Inbox to Deals? The current workflow of Inbox -> Tickets -> Deals requires an additional license, which isn't ideal. Is HubSpot working on any solutions for this?