topic Re: Tracking a schedule of items in Tips, Tricks & Best Practices

Tracking a schedule of items

Philysgdy — Thu, 19 May 2022 19:39:10 GMT

Problem

We are wanting to improve the communication between the factory and the shop using tickets with workflows.

Background

We produce kitchens. There are many components to making and installation of a kitchen. We have a contracted manufacturer we use and a spreadsheet set up with a list of items to be produced. We have an internal job number, order number, job type, door type, cabinet qty, order date, and date required.

Action required
We believe we can achieve higher engagement by ourselves and our production managers at the factory by automating the orders with calendar prompts. This would allow all parties to advise on the timing of delivery as we need to advise customers and installers if we are to schedule or running behind.

Re: Tracking a schedule of items

karstenkoehler — Fri, 20 May 2022 04:10:50 GMT

Hi @Philysgdy,

Have you considered using tasks for this? https://knowledge.hubspot.com/tasks/create-tasks

Tasks can be created in workflows, so you could automate this process. Additionally, they can be synced to Google or Outlook calendar, solving for the calendar prompt part of your request: https://knowledge.hubspot.com/integrations/use-hubspots-integration-with-google-calendar-or-outlook-calendar

Hope this helps!

Re: Tracking a schedule of items

Philysgdy — Fri, 20 May 2022 06:35:18 GMT

Hi Karsten

I didn't think they would offer the integration I was looking for. But you are right, it could be a solution. What I did in the interim was set up the Job type as a line item in the product library as I realised the Customer Order is coming from the Deal stage Contract Won. Then I could associate it back to the Contact. Should I now set up a workflow to automate the calendar prompts using the manager's calendar of choice which I think is Outlook? Thanks for the feedback!!

Phil

Re: Tracking a schedule of items

Philysgdy — Sat, 21 May 2022 20:05:03 GMT

Hi Karsten

I put together a project and have connected with Support to validate your approach and my steps and you were spot on! I'm using Deals and will add or use properties to assign the milestones. When I have done that, I will create a filter to view the spreadsheet. Thanks for your input.