topic Re: Workflow to check deals w/ overdue or no tasks in Tips, Tricks & Best Practices

Workflow to check deals w/ overdue or no tasks

VIyengar — Wed, 31 May 2023 07:27:18 GMT

Hi,

!Newbie alert!

I have a lot of legacy and inactive deals in my pipeline and I want to setup a filter, which will show me all deals with:

1) No tasks assigned;

2) Overdue tasks

I've tried using workflow following this solution: https://community.hubspot.com/t5/CRM/Identify-deals-with-no-open-tasks/m-p/691482
but it doesn't seem to work...

In the end I still get a mix of deals with no tasks and overdue tasks. Does anyone know how to setup the workflow that will check/uncheck a property (see link) regularly depending on whether there are open tasks and overdue tasks?

Thanks in advance!

Re: Workflow to check deals w/ overdue or no tasks

ChrisBabelquest — Wed, 31 May 2023 09:10:20 GMT

Not the workflow answer you wanted but - you could use the custom report builder to view this info. Using deals as the primary data source and activities as the secondary. Use the KPI style report with count of deals, then use filters to either show deals with no task associated or deals with a task with a due date in the past.
You could also filter by deal owner to break down the reports or add them to each salespersons personal dahboard. Don't forget to add any relevant properties to the 'fields' section so that they are available via drill down.

You may also want to look at deals with a close date in the past or no activity for a period of time - it might be a better indicator of whether the deal is still live as salespeople don't always remember to create and complete tasks 🙂

Re: Workflow to check deals w/ overdue or no tasks

VIyengar — Wed, 31 May 2023 12:33:12 GMT

Thanks for the reply @ChrisBabelquest ! Ideally I'd prefer to do it via workflows for easy on-the-go filtering. I think it should be possible using the task status, but I can't seem to find the definition of the statuses to figure out which ones to use.

Within the deal, the task history status only goes from "Not started" to "Completed" but in the workflow I see the few options listed below:

Not started, In progress, Waiting, Completed, or Deferred.

Would you happen to know what exactly the following statuses mean and if any of them signifies an overdue task?

Thanks,

Re: Workflow to check deals w/ overdue or no tasks

ChrisBabelquest — Wed, 31 May 2023 13:28:35 GMT

The statuses don't have a cut and dried definition beyond their names and peoples interpretations

You could use 'task status is none of completed' combined with Activity date is more than x days ago. This would pick up deals with associated tasks that were due to be complete but have not been marked as complete.

The simplest way to view it would be to use the tasks area and create a filtered view of incomplete or overdue tasks that are associated with deals illustrated in the image) - no workflows required

Re: Workflow to check deals w/ overdue or no tasks

CCord55 — Thu, 17 Oct 2024 14:56:11 GMT

Very good idea!!!