We want to be able to create one flow that sends emails with calendly links based on who the contact owner is. Is this possible? I was hoping I could create a custom field on the User object in Salesforce taht Hubspot could then pull in, but it doens’t look like that’s possible. Are there other options?
Hi @NNguyen7
Here’s one way you could do this using the new rich text property field type in HubSpot.
Create a property in HubSpot using the rich text property called Calendly link (or similar).
Create a workflow that says, If Contact Owner = A, set Calendly link to (insert link or salesforce property)
You’d basically have to create an if/then string for every contact owner, but it would just be a one time setup and then add/remove if your team changes.
Once you have the property set up, you could then use it as a personalization token in the email.
Hope this helps!
Hi Jennifer,
Thanks for this! I was able to create the workflow, but for some reason, the personalization tokens are no populating correctly in the email test.
Help!
Hi @EAhm for the personalization token, is the property configured using the rich text property type?
Can you share more details about how the property is configured and how it is/isn’t working properly?
Thanks @Jnix284 ! I created the rich text property on the Contact object, and created a flow to assign the Calendly link values. How do I set up the trigger? Or do I enroll all contacts once in our system at once to have them automatically go through the workflow to assign the value?
Hi @NNguyen7 the trigger would be based on how you want to enroll. If all contacts need this property, then you can enroll all and then moving forward the trigger would just be “calendly = unknown” which would find any contact where the property is blank.
If you have non-leads in your system, you might consider adding some exclusions, such as “contact email does not contain (your domain)” to remove internal team members.
Although the link property is pretty harmless and isn’t used for reporting, so it shouldn’t matter if there is one for every contact.
@Jnix284 Any suggestions on a goal to remove people from the flow if they click on the calendly link? Since it’s a rich text property, I can’t remove people if they click on that specific link.
@NNguyen7 are you using custom meeting outcomes? You could set a custom meeting outcome for “Calendly scheduled” and then that could be the criteria to unenroll, whether within the same workflow or by creating a second one that says something like:
Trigger - meeting outcome = calendly scheduled
and then you can set the unenrollment to remove from specific workflow for the first, and add a clear property for your rich text field.
Although, I wonder if that’s necessary, since it is just a rich text field used in snippets and/or templates, is keeping the link causing an issue after meeting with them?
we aren’t using customer meeting outcomes, that’s a Hubspot CRM feature right? We are using Salesforce as our CRM.
@NNguyen7 yes, and interesting. I’m curious why you would need to blank out the property after the meeting is scheduled? Are you triggering another workflow off of this property containing a value?
Sorry I completely miscommunicated what I was trying to do. So I set up the flow you suggested and it worked perfectly. I created a new flow to send out emails with the calendly link and I’d like to remove people from this flow if they click on the calendly link in that email. This is a separate flow from the one you helped me initially create.
Hi @NNguyen7 is it a marketing email? If so, you will find an option to choose the email and link - here are the steps for the trigger:
Filter Type = marketing emails
next step = choose name of marketing email (use search to find)
next step = Contact clicked a link in email
next step = choose the calendly link from the dropdown
it’s weird, the calendly link doesn’t show up for me under that picklist. It does if I copy and paste the calendly link, but when i use the custom rich text field, it doens’t show as a link.
@NNguyen7 maybe because it is a personalization token - do you have other links in the email? could you select “any link” and still be successful?