topic Re: Identify deals that have had a meeting occur. in Sales Hub Tools

Identify deals that have had a meeting occur.

JWMH — Thu, 21 Mar 2024 17:43:09 GMT

Hello,

I am looking for the right combination of filters/custom fields/workflows etc to identify/flag/notate the deals that are created that have also had a meeting occur. I am trying to use the deal create date as the starting point and then if a meeting occurs, we mark that deal as such. Deals are not tied to activities so I am having trouble trying to figure out the best way to identify these deals.

I have tried a few different ways. The most recent was creating a custom field that is updated based on the meeting outcome as completed and the last meeting booked date being after the deal create date. But if they come back in the future and open up a new deal, I think it would overwrite the past deal to show them as showing up for the previous deal.

Any help would be appreciated. Thank you

Re: Identify deals that have had a meeting occur.

BérangèreL — Fri, 22 Mar 2024 10:36:32 GMT

Hi @JWMH, I hope that you are well!

Great question, thanks for asking the Community! And great work so far, nice to see the steps you have already completed!

I understand that you'd like to identify a deal which had a meeting booked.

For that, I'd suggest to create a deal property "Deal with meeting" (just an example), then create a workflow based on contacts, then as a trigger you could use the deal property "Record ID is known" (to include all deals that have been created), then you could add a "If/then" branch and check on the contact properties, under forms: "if that specific meeting form has been submitted" (this would confirm that a meeting has been booked with a specific meeting link), then add an action to set the deal property value to "yes" (to indicate that indeed the meeting was booked, and on the other branch: set deal property value to "no" (if no meeting was booked). That might help get the information you need.

I also wanted to invite a couple of subject matter experts to this conversation: Hi @LouiseHare, @Jonno_Price and @himanshurauthan can you think of other ways to help @JWMH, please?

Also, if anybody else has anything to add and/or share, please feel free to join in the conversation 🙂

Thanks a lot and have a lovely day!

Best,
Bérangère

Re: Identify deals that have had a meeting occur.

Jonno_Price — Fri, 22 Mar 2024 11:43:02 GMT

Hello,

I think a point you made "Deals are not tied to activities" - needs to be understood and clarified a bit better to make a recommendation.

To my mind, the ability to report on which deals have also had meetings is a fairly simple process of building a custom report that combines deals, contacts and activities as data sources.. However the key here will be that any relevant contacts that have meetings booked must also be associated to the deal.

So if the contact with the meeting activity associated is also associated to the relevant deal in the pipeline - then you should be able to isolate and report on this using the Custom Report function without requiring workflows and custom properties.

Also, if you want custom properties, maybe this post can help.

Re: Identify deals that have had a meeting occur.

JWMH — Fri, 22 Mar 2024 14:55:09 GMT

@Jonno_Price @BérangèreL Thank you so much for responding. The issue that I am seeing is, if there is more than 1 deal open at a time or if a potential customer comes back in the future to open up a deal, we need to be able to track deals with a meeting occurred over time. For example, if I have a deal that is created now and they had a meeting occurred and it is flagged as such, if they enter our funnel again in the future with a new deal, how can I tie the meeting that would/should occur for the new deal and not bring in the results from the previous meeting activity? Since the meetings are in an independent object (Activities) and they are not contained within deal, If there is if/then logic, how can I go about only taking the results of the meeting that was intended for a certain deal, if that make sense?

Example:

Deal Created 2/1/2024

Meeting 1 Scheduled for 2/15/2024 (Does not Occur, Client Cancels)

Workflow Logic: Deal with associated activities has a meeting outcome of completed, mark "Yes" in custom field (Deal with Meeting Occurred) (Does not flag Deal 1 as Deal with Meeting Occurred).

Same Client

Deal 2 Created 3/1/2024

Meeting 2 Occurs 3/15/2024

Workflow Logic: Deal with associated activities has a meeting outcome of completed, mark "Yes" in custom field (Deal with Meeting Occurred)

Meeting 2 did occur, but meeting 1 did not occur. Deal 2 is flagged as Deal with Meeting Occurred, but deal 1 may also be flagged as deal with meeting occurred now since a meeting did occur in their property history.

I can add open/closed deal logic to possible stop past deals from being updated but the pieces I am trying to figure out are meetings that occur for a certain deal. So a deal occurred after the deal created date but before the deal is closed (Which I tried but you cannot include if the field is blank for a date picker in the logic to include currently open deals). Isolating the meeting that was intended for that deal is the biggest hurdle for me right now, if that makes sense. Thank you again for adding thoughtful answers and I truly appreciate the help on this.

Re: Identify deals that have had a meeting occur.

JWMH — Fri, 29 Mar 2024 15:14:52 GMT

@BérangèreL @LouiseHare, @Jonno_Price @himanshurauthan is there anyone that you know of that I can reach out to for some assistance on creating this designation? Any help would be greatly appreciated. Thank you.

Re: Identify deals that have had a meeting occur.

himanshurauthan — Wed, 24 Apr 2024 10:38:34 GMT

Hi,

Creating a custom field named "Meeting Occurred" in the Single Checkbox "Yes" or "No" based on meeting confirmation is a logical step to indicate meeting occurrence. Ensure the property values are clear and actionable for users and you can also create the conditional logic for "No" and add the reason for why a meeting is not done, Now using a workflow based on contacts with the trigger "Record ID is known" to capture all deals is reasonable. However, instead of depending exclusively on forms, consider incorporating meeting-related actions or triggers directly into the workflow. And also, you can create a notification. When the "Meeting Occurred" property is updated to "Yes", you will receive a notification via email, Slack, or task.

According to the Meeting Occurred property, you can create a custom report and get a clear view of how many meetings are done or not.

Any help would be appreciated. Thank you !

Re: Identify deals that have had a meeting occur.

JWMH — Wed, 24 Apr 2024 14:26:28 GMT

Himanshu,

Thank you for the reply. I am wanting this to be automated so that we are not missing the any of the deals that a designated to have the meeting occurr. We have the meeting dispositions that are updated after the meeting but I am not sure if adding another manual step (adding the checkbox for "meeting occurred") will be followed. I am thinking that I need to add some logic that states if a meeting has occured within the last 30 days, then update the meeting occurred field. That would keep the the previous deals from updating and update deals as the meetings happen. Thank you for your reply, I appreciate your time.