For my situation we needed to send alerts to various internal departments and outside white label program customers when certain requests for analysis were made and returned.
I set up zaps based on a deal stage in our sales pipeline. That stage for is is Market Survey Requested. When the deal goes to this stage it triggers emails to my data dept and to the customer requesting the survey that it was ordered.
The second type of email I needed to send is when a deal is closed won. I send the details to production so I created a checkbox field on the deal page to send production order.
There are some caviots linking zapier to hubspot.
For one if you want to use a variable field for the hubspot owner (user) who set up the deal then you have to make a Utility table in Zapier because hubspot only sends an owners ID number over. It won’t send the name of the person. So you create the table with the ID that correlates to the persons name so you get “john Smith” in the field and not “1245631”
Secondly, I found that for my date picker fields I was getting a string of numbers also. So in Zapier, you have to format the fields first to change the number strings into and actuall readable date format. This is done with the formating step.
Depending on how steps you need to trigger alerts from you may need to add some extra fields to your deal page.
I have stuff like: Survey Request, Send Production Order, Turn Off Alert etc and then just added the steps on the Zap recipe to follow the logic on the deal page so as new information is updated it wouldn’t trigger any new zaps.