topic Re: Creating a workflow for created notes in Tips, Tricks & Best Practices

Creating a workflow for created notes

YEakman — Mon, 25 Mar 2024 19:44:55 GMT

I am wondering if there is a way to create a workflow when a note is created in a deal. I have read that creating a workflow from a snippet is not an option at this time (but I do think this would be AMAZING) so trying to figure out how I can create a workflow for when a note is created a task is then assigned to the deal owner.

I have the option for the deal enrollment trigger to use notes but the option is notes is equal to _____. I tried using words associated in the notes in hopes but nada. What is the specific piece that is missing there for what the note equals?

Re: Creating a workflow for created notes

PamCotton — Mon, 25 Mar 2024 21:55:44 GMT

Hey, @YEakman, happy Monday!

You'll need to use a trigger in your workflow that detects when a note is created in a deal, after the trigger and conditions are set, you can proceed to assign a task to the deal owner.

To our top experts @TomM2, @RSchweighart do you have any recommendations for @YEakman matter?

Thank you,

Pam

Re: Creating a workflow for created notes

RSchweighart — Mon, 25 Mar 2024 22:14:24 GMT

Hi @YEakman,

Thank you for providing information on what you've tried so far. Have you considered using note body is known? Here's how to set up this trigger type for a deal based workflow:

Then, you might want to use a path to split based on the note body to assign the proper deal owner.

Please post any replys if you get stuck.

Thanks for looping me in, @PamCotton.

Best,

Ryan Schweighart

Whole Hart Impact, LLC

whimpact.co

I help businesses with HubSpot and Zapier.

Re: Creating a workflow for created notes

karstenkoehler — Tue, 26 Mar 2024 05:00:10 GMT

Hi @YEakman,

You're correct, this is currently not possible reliably - unless you're fine with the workflow only firing once per deal record. This is because HubSpot does not allow re-enrollment based on associated activities ( = notes). It is not possible to re-trigger a workflow when you're filtering for "Deal is associated to an activity of the Activity type = Note".

In contact-based workflows this can be somewhat bypassed by creating a contact-based list that filters for contacts that are associated to an activity with Activity type = Note and a Create date less than 1 day ago. This allows for re-enrollment at least once per day, using the list membership for re-enrollment.

For deal-based workflows, re-enrollment based on list membership is unfortunately not (yet?) an option.

In other words, it's unfortunatly currently not possible to enroll deals more than once into a workflow when a specific note is created. The moment a second note is created, the workflow would do simply nothing.

What exactly do you want to achieve with this enrollment, if it were possible? Maybe there's a workaround.

Best regards

Re: Creating a workflow for created notes

YEakman — Wed, 10 Apr 2024 15:13:48 GMT

This worked so well! This is exactly what I was looking for. We just wanted to be able to loop in the deal owner when a specific type of snippet was used by our training team to keep them easily updated on the flow of things.

Really appreciate the video walk through as well!

Re: Creating a workflow for created notes

SkeeStylus — Thu, 14 Nov 2024 20:26:46 GMT

Good news everyone there's now a public BETA to create notes based workflows which should solve your challenge @YEakman. Here's the Knowledge Base Article on it and release documentation below.

What is it?

You can now automatically create notes using the new "Create note" workflow action.

Why does it matter?

Notes are a versatile tool for adding important context to records, highlighting key information, or summarizing changes for your team. With the new "Create note" workflow action, you can now automate the addition of notes to records as part of any process. For instance, when handing a customer off to the onboarding team, you can use a workflow to automatically add a note summarizing the information gathered during the sales process. Any data from the workflow can be included in the note body, including enrolled record properties, associated record properties, and workflow run time data like action outputs.

How does it work?

To use the action, create a new workflow and set up your trigger.

Search workflow actions or view the CRM action category to find the "Create note" action
Select the action and draft the note body
Add personalization tokens from the enrolled record, associated record, or workflow action outputs to the note body as desired

The workflow automatically associates the note with the enrolled record.

Who gets it?

Marketing Hub Pro, Marketing Hub Enterprise, Operations Hub Pro, Operations Hub Enterprise, Sales Hub Pro, Sales Hub Enterprise, Service Hub Pro, Service Hub Enterprise

Re: Creating a workflow for created notes

JBuyers — Tue, 26 Nov 2024 15:08:31 GMT

To create a workflow triggered by a note in a deal, you might need more advanced automation options. If your platform doesn’t support dynamic triggers based on note content, consider tagging or categorizing notes manually to create specific triggers. Alternatively, explore third-party integrations or tools to enhance your system's capabilities.