topic Re: Future Meetings Workflows in Dashboards & Reporting

Future Meetings Workflows

Riley1343 — Fri, 03 Jan 2025 19:39:07 GMT

Hi all!

I'm trying to set up a report that allows me to see which deals have future meetings and which don't. So far I've set up a custom property "Future Meeting" to sit on the deal and has drop down options of yes or no. I've then set up workflows to auto populate the property one for yes, and one for no.

For the yes enrollment it is simply if there is a meeting associated to the deal in the future.

Then it gets trickier. I want the unenrollment to simply be the opposite, but there doesn't appear to be any logic for "not" and if I use a filter to determine if the deal has a meeting in the past it references any meeting assscoiated to the deal which means it meets both criteria as there also is no option to specifically reference the "latest" meeting on a deal.

Also the team don't exclusively use the HubSpot meeting booker so I can't use those fields either.

Any ideas how to either get a "not" filter on workflows or to be able to specially reference the date of the "latest" meeting?

Thank you!

Re: Future Meetings Workflows

karstenkoehler — Fri, 03 Jan 2025 19:42:29 GMT

Hi @Riley1343,

This can be best solved with a deal list: https://knowledge.hubspot.com/lists/create-active-or-static-lists

Enrollment in deal-based workflow also supports list membership. You can create a list of deals with an upcoming meeting – and another list of deals who are not a member of the first list.

Best regards!

Re: Future Meetings Workflows

Riley1343 — Fri, 03 Jan 2025 20:29:31 GMT

Thanks for the response! Will lists be something that will automatically add/ remove deals as they meet the defined criteria? This isn't for a one off report, I want to report on an ongoing basis the % of each individual rep's pipeline that has a future meeting vs doesn't.

The reps will then be aiming to set meetings and as they book then the deals will move from one list to another and change the % displayed on a report on a dashboard.

Thank you!

Re: Future Meetings Workflows

karstenkoehler — Fri, 03 Jan 2025 20:35:13 GMT

@Riley1343 like active contact lists, yes, these will dynamically add or remove deals based on filter criteria.

Re: Future Meetings Workflows

Riley1343 — Fri, 03 Jan 2025 20:43:11 GMT

Ok, great! I'll give that a try. Thank you!

Re: Future Meetings Workflows

Riley1343 — Mon, 06 Jan 2025 09:35:59 GMT

Ok, so this solved my logic problem. Thanks so much! What I did was set up a dynamic list called Future Meeting = Yes, and then I created 2 workflows, Future Meeting = Yes, and Future Meeting = No. Criterea for enrollment for workflow Future Meeting = Yes is inclusion on the Future Meeting = Yes list, and enrollment is if the deal isn't included on the list. The issue now is that I don't seem to be able to set these up to be dynamic, as it doesn't appear to be letting me re-enrol anything, so once a deal has been included on either workflow, it won't change regardless of if the deal's future meeting status in reality has changed.

Any ideas how I solve this?

Re: Future Meetings Workflows

karstenkoehler — Mon, 06 Jan 2025 09:42:00 GMT

@Riley1343 this, I think, is a limitation of deal-based workflows, unfortunately, I hadn't thought of that, to be honest. (It's unintuitive because the same works for contacts.)

Keeping that in mind, I don't think this can be solved without custom code at the moment 😞

Re: Future Meetings Workflows

Riley1343 — Mon, 06 Jan 2025 09:45:44 GMT

OK, thank you. What about if I reconfigured it all for companies? Does that have the same re-enrollment limitations?

Re: Future Meetings Workflows

karstenkoehler — Mon, 06 Jan 2025 09:47:28 GMT

@Riley1343 unfortunately, yes, it would have to be contact-based.

Re: Future Meetings Workflows

Riley1343 — Mon, 06 Jan 2025 09:48:19 GMT

Ok, thank you for all of your help!