Best approach for annual deal creation

Marketing & Content Hub Lists, Lead Scoring & Workflows
1

Hey HubSpot Community,

I’d really appreciate your thoughts and confirmation on this logic.

Goal: Creating a deal 60 days before an event (every year)

We have a property called “Event Date”, and I want to trigger a deal creation when the event is 60 days away and this should happen annually.

Currently, I’ve built two workflows:

1. Workflow 1 (Date-based trigger): When “Event Date” is less than 60 days from now > create deal.

2. Workflow 2 (Scheduled): Scheduled workflow that runs annually, 60 days before the “Event Date”.

Is this the best way to handle annual recurrence + proximity-based trigger?

Or is there a cleaner way to combine them?

Thanks in advance for your help.

2

Hi @AArshad7,

What exactly are the actions in workflow 2? Wouldn’t workflow 2 alone suffice if it creates the deal?

Best regards

3

@karstenkoehler

In Workflow 2, the deal is created (60 days before the event).

But what if someone is added late and their event is just 5–6 days away?

Will this workflow miss those entries if we use only workflow 2?

4

@AArshad7 aren’t your two workflows redundant / overalpping then? I’m not following entirely.

@AArshad7 wrote:

But what if someone is added late and their event is just 5–6 days away?

Will this workflow miss those entries if we use only workflow 2?

I think this is conflicting with the goal you mentioned:

@AArshad7 wrote:
Goal: Creating a deal 60 days before an event (every year)

What exactly should happen if the event is less than 60 days from now?

5

Hi @karstenkoehler ,

Thank you for your suggestion regarding the use of annual scheduled workflows to avoid redundancy.

My concern is about edge cases , Since scheduled workflows only runs once per day, and my trigger is based on an event being exactly 60 days away. Lets say if a contact has an event (like a birthday) that falls 30 , 15 days away at the time of submission.

In that case, how should I ensure deals are still created for events that are less than 60 days away at the time of enrollment?

Appreciate your guidance on this!

6

@AArshad7 I’m not sure I’m following entirely – but you may be able to solve this with a second workflow that enrolls record immediately if the event date is less than X days from now, then creates the record immediately, too, for the desired date.