topic Re: Automatically create deal properties based on associated contact in Tips, Tricks & Best Practices

Automatically create deal properties based on associated contact

AAadland — Tue, 19 Sep 2023 13:17:21 GMT

Hi,

I'm looking to automate the following flow using workflows;

As soon as I assosiate a contact with a certain label to a deal, I want the contact information of that contact to be added as deal properties.

For example, when I assosiate Mr John with Deal A with label "sponsor", I want Mr John's address and phone number to be added as deal properties.

I will have several assosiated contacts, but its only the one with label "sponsor" I want to copy the properties.

Hope this is possible to solve - thanks a bunch in advance

Re: Automatically create deal properties based on associated contact

karstenkoehler — Tue, 19 Sep 2023 13:18:54 GMT

Hi @AAadland,

This would require a contact-based workflow:

The workflow enrolls contacts when the number of associated deals is known or when it changes. (Make sure that the re-enrollment settings are set up as shown in the screenshot.)

You can then add the "Copy property value" action for each property you want to copy.

The default behavior is that HubSpot always copies the information to all associated deals, not just the latest one. Also keep in mind that you need to check the "Street address" checkbox in the left sidebar if you want the workflow to re-run when you change the address on the contact.

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

Re: Automatically create deal properties based on associated contact

Jnix284 — Tue, 19 Sep 2023 14:11:07 GMT

@AAadland While this can be achieved with Workflows as Karsten outlined, I'm curious why you want to copy the properties to the deal record instead of leaving them associated with the contact and accessing them via the sidebar?

From the deal view, you can access the contacts associated - which will display their name, email and phone number by default thus allowing you to call or email directly from the deal record without creating additional properties.

when you hover over the phone number, it will prompt you to call in HubSpot and it automatically logs to the contact and the deal.

I could see if you had multiple contacts and you wanted to identify the "sponsor" contact details to ensure the right person were contacted, but you'd also need to know their name if you're calling them from the deal property so you'd still need to reference the contacts in the sidebar and know who the sponsor is.

Would love to know more about the use case for moving the contact properties to better understand.

Re: Automatically create deal properties based on associated contact

AAadland — Wed, 20 Sep 2023 09:50:15 GMT

Hi, and thanks a lot for your very quick reply!

I get this working if I in my action put "... for assicaiated deals labeled All deals" as per your screenshot. However, when I try with a specific label rather than all deals (which is what I want to do), the contact does not enroll in the workflow and the properties are not updated. Do you have any idea for what the reason might be?

Thanks a lot in advance!

Re: Automatically create deal properties based on associated contact

AAadland — Wed, 20 Sep 2023 09:54:43 GMT

Hi, the reason is simpy that I'm using the Oneflow integration for creating contracts based on Hubspot data. When creating contracts, I sometimes need to reference a particular person incl contact information (address etc), but this particular person does not have a role in the contract flow (neither signer, viewer etc). The Oneflow integration allows me to reference and fetch assosiated contacts (and their contact properties), but that then makes them a participant in the contract flow, which is not wanted.

Hope this clarifies. Its not a Hubspot issue per se, but rather a Oneflow issue.

Re: Automatically create deal properties based on associated contact

karstenkoehler — Wed, 20 Sep 2023 10:56:12 GMT

Hi @AAadland,

Association labels in actions do not affect enrollment - it's more likely that you don't have reenrollment enabled and are running repeated tests with the same email address? https://knowledge.hubspot.com/workflows/add-re-enrollment-triggers-to-a-workflow

Also, for a repeated test with the same contact to work, you need to either change the street or associate another deal.

Re: Automatically create deal properties based on associated contact

AAadland — Thu, 21 Sep 2023 07:24:04 GMT

Hi. OK I see. If associated labels dont affect enrollment I dont think my use case is solvable (this way at least). I will have many contacts associated with a certain deal, but its only one specifc contact (with a specific assosiated label), that I want to copy the properties of. Or am I still missing something?

Appreciate your help on this - thanks a lot!

Re: Automatically create deal properties based on associated contact

karstenkoehler — Thu, 21 Sep 2023 07:31:13 GMT

Hi @AAadland,

In that case you'd have to include this association label in the enrollment criteria, making sure that the contact is associated to a deal with a specific label.

Re: Automatically create deal properties based on associated contact

AAadland — Thu, 21 Sep 2023 08:02:20 GMT

Hi, are you able to share a screenshot so I can see how I can include this in the enrollment critera? The only way I currently can see where to set this is in the actions (see screenshot below)

Re: Automatically create deal properties based on associated contact

AAadland — Thu, 21 Sep 2023 08:13:49 GMT

Based on this article it seem my way should work, no? https://knowledge.hubspot.com/crm-setup/create-and-use-association-labels

Re: Automatically create deal properties based on associated contact

karstenkoehler — Thu, 21 Sep 2023 08:17:02 GMT

Hi @AAadland,

Which section of the article exactly are you referring to?

If you're enrolling all contacts that have a street address, all will enter the workflow and the copy action will be limited by association label. But all contacts will enroll.

If you want to only enroll contacts of a specific association label, you need to specify in the enrollment criteria which ones. You can do so by adding an enrollment filter for Deal properties, it could be as basic as checking for deal "Create date is known". Once you have the deal filter set up in the enrollment criteria, you should again be able to pick the association label.

Re: Automatically create deal properties based on associated contact

AAadland — Thu, 21 Sep 2023 09:22:01 GMT

Thanks for your qucik reply again - I'm gettting closer now, but not quite there yet.

I think the last issue is that Im struggling to get the re-enrollment criteria right.

My sequence typically is 1) create contact 2) create deal 3) associate contact with deal and finally 4) add association label.

Thus I think my issue is how to get the workflow to trigger when in step 4, when I update the association label with the desired label. If it triggers/re-enrolls before I update the label, I dont get the desired result.

Thanks a lot!

Re: Automatically create deal properties based on associated contact

karstenkoehler — Thu, 21 Sep 2023 09:24:20 GMT

Hi @AAadland, if the association label is part of the enrollment criteria, step 4 should trigger the enrollment. Can you share a screenshot of your current enrollment criteria?

Re: Automatically create deal properties based on associated contact

AAadland — Thu, 21 Sep 2023 10:32:36 GMT

Enrollment criteria:

Re-enrollment:

It doesnt seem to let me use the assoication filter as part of the re-enrollment criteria. When I manually enroll contacts, it works as intended. But I dont believe my current setup doesnt trigger when I update my contact with the desired assocation label ("bruker" in this case).

Thanks again for your repeated help and patience

Re: Automatically create deal properties based on associated contact

AAadland — Thu, 21 Sep 2023 12:36:39 GMT

Hi again,

I've created a workaround, where I have created a list containing all contacts with this specific association label, and where I use List Membership for this list as trigger. It seems to work, however there seems to be some time-lag before the list is updated so its not 100% ideal, so I still hope the initial setup could work.

Regarding list refresh; do you have a ballpark average time it takes for lists to be updated?

Thanks a lot!