topic Automated emails to Companies/ Tickets/ Deals in Tips, Tricks & Best Practices

Automated emails to Companies/ Tickets/ Deals

YuliaD — Sun, 14 Jul 2024 14:05:56 GMT

Hi, community!
Wondering if someone found a solution for pulling the data based on other Objects (not Contact) to use for the automated emails.

Our business has a lot of Contacts connected to multiple Objects (Companies, Tickets, Deals) and when we need to send automated emails we can only pull Contact data/ data from the primary Object.
So far we are sending webhooks to catch full set of properties and send emails outside of Hubspot when we need our automations to be triggered by a Company/ Ticket data.

Yet we would love to keep our communications inside Hubspot if anyone found a solution how we can fill an email based on Enrolled Object instead of its Contact. Thanks!

Re: Automated emails to Companies/ Tickets/ Deals

karstenkoehler — Mon, 15 Jul 2024 08:42:52 GMT

Hi @YuliaD,

Have you considered using sync properties? They would be a great option to workaround this current limitation. https://knowledge.hubspot.com/properties/create-sync-properties

Yes, it requires you to create a sync property for everything you want to personalize but it gets you where you want to be.

Best regards!

Re: Automated emails to Companies/ Tickets/ Deals

YuliaD — Mon, 15 Jul 2024 08:56:21 GMT

Thank you, @karstenkoehler , but it also works on associations, I'm afraid to use "most recently updated" as if we have 2 companies with updates right after another for example, I'm not sure Hubspot would have time to catch both updates.
I'm looking for something that would take data like Company name and other directly from the enrolled Company in this example.
We do have real cases when we sign multiple companies same minute, or they are going live, etc - and we are sending them email for this specific location data.

Re: Automated emails to Companies/ Tickets/ Deals

karstenkoehler — Mon, 15 Jul 2024 09:00:54 GMT

@YuliaD this feels more like a decision which object should be the primary one then for this automation. If you're not able to pick an existing association label to reference in the sync property, that's the exact reason why HubSpot doesn't allow the use of personalization tokens from associated objects. It simply can't tell which one to use.

I think the solution lies within:

Defining which object to base the workflow on
Sync properties
Association labels
The new associations workflow actions beta that can establish associations and add association labels

If you have requirements beyond this, then at this point, I believe you would have to build a custom coded solution as HubSpot doesn't offer this level of customizing yet.

Hope this helps!