Hey everybody,
we get more asks to build a birthday task system to send out mails and reminders for external and internal contacts through HubSpot workflows.
Currently the “fix” is with lists of the contacts in their respective month for their anniversary, based on a property for the birthday. Due to the constraint of date properties not being able to be based on anniversary and not exclude a year.
Is there a possible solution to work with a specific date and claim this one date for individual contacts as a date to create a task for the contact owner and an automated mail to the contact? I have not come to a sufficient solutiion to this. Mostly through active lists based on month and a workflow per month that triggers on a specific date every year, for all contacts in one active list per month (12 workflows in total, 12 active lists in total).
Maybe some ideas or a planned update or beta in discussion
Thanks a lot everyone
Hi @niclasfromcixon,
Sure - in a contact-based workflow, simply select “On a schedule”, then “Annually”.
Then add your task and automated email action.
Don’t forget to add additional enrollment criteria (e. g. “Birthday is known”), otherwise the workflow won’t trigger.
Best regards
Hi @karstenkoehler
Thank you for the fast reply however we tried this already, yet the existing custom property is unable to be chosen within this trigger type. For this reason we have the alternative way build based on list membership. Am I missing something?
@niclasfromcixon when was this property created? If it’s recent, workflows don’t always display it directly.
I assume you have tried multiple spellings of “Geburtsdatum”. If it doesn’t show up, that would be a bug which you can escalate with HubSpot support.
In any case, as you can see in the screenshots from my earlier reply, this is the correct way to approach it.
Hi @karstenkoehler
Thank you for the reply! I have tested it again. The property was created a few months back. So why exactly it wasn’t shown, I cannot say or replicate. However, it works now, without the need for the lists and different workflows. Much appreciated!
