Creating Custom Task fields

Smart CRM & Sales Hub CRM
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1

Hi there community,

I was wondering if it is possible to create custom task fields.

The current usecase is that we want our Account execs to flag when a contact should or shouldn’t be contacted by the BDRs.

The issue is that BDRs work off of task and AEs work on deals.

**Ideally…**upon deal creation the AE would select a field value (One of these 3: contactable - not contancble - check w/ AE) and this would transfer to the associated company, contacts and tasks related to the contacts (as this is where the BDRs work from).

Although unfortunately I am already stumbling as I am unable to find where to create custom tasks fields.

Anyone solved this or found a workaround?

2

Hi @ArtyCele,

Custom fields for activities are currently not supported, unfortunately. Other users have however requested this before: https://community.hubspot.com/t5/HubSpot-Ideas/Custom-properties-for-Activities-Tasks-Meetings-etc/idi-p/204853

The product team reviews these requests based on their popularity. I’d recommend upvoting and commenting. You can also help others find the request more easily (and drive traction) by accepting my reply as a solution. I’d appreciate it, too!

Generally, it does however sound like your AEs and BDRs should both maintain information about who should be contacted or not on the contact record. It would be a change in the mode of working but storing this information in tasks would not be good data hygiene.

Best regards!

3

Hi @karstenkoehler ,

Thanks for your prompt reply.

I have already upvoted that idea, although can see that it is currently not planned. Is there a specific threshold of upvotes on which the product team commence reviewing the idea?

On your point of data hygiene: the information would be created - stored on the Deal/Company/Contact object and then just pushed through to custom task field and would be mainly for the visibility of the BDRs as they work off of Prospecting/Sequences and tasks.

I am happy to upvote your reply but struggling to see how I could accept this as a solution as you just confirmed what I thought wasn’t possible on the system.
Thank you anyways!

4

Hi @ArtyCele,

Can you elaborate why you would want to pass on information about a contact who should not be contacted in a task to a BDR? Which purpose would the task serve?

If you want to include information in a task, you can also pass information to the title via personalization tokens and workflows. This would also allow for search. Trying to better understand your use case.

And no, there isn’t a guaranteed threshold for review of ideas, I’m not aware of any.

5

Hi @karstenkoehler ,

The main reason is because BDRs work off of tasks and use sequences/prospecting - so this would be to avoid having the BDR reach out to a contact when the AE is already in advanced commercial conversations with the company.

The issue is we work with big companies, so certain users/departments in the company who are already in conversations with AEs should not be contacted by BDRs but other departments/contacts should still be contacted.

I am happy to use workflows to transfer this information but i’m unable to see how I’d transfer from the company/deal/contact level to the task.
Appreciate your time replies!

6

Hi @ArtyCele,

If not via workflow, how are the tasks for the BDRs created? If they’re created manually, which object do they originate from?

7

Hi @karstenkoehler ,

The tasks are created through the sequences and enrolling the contacts in these sequences.

8

Understood, thank you, @ArtyCele. And how would an AE find and update that task if there was a custom task property? That’s the part I’m struggling to understand.

9

@karstenkoehler Thank you!! Always good to get the opinion of someone who is an expert on these tools.

Say the AE creates a Deal and wants to pause all BDR communications, he would select this field Flag for BDR - and set values to Do not contact OR Check with AE.

This would trigger a workflow to push the value of Flag for BDR field (on deal/company level) to Flag for BDR custom field on all tasks related to the company.
In the end, Management is happy for me to display only on Deal and Company level, so all good!

Thanks again!

10

Nice, happy to help, @ArtyCele!

If you found my replies helpful, mark one as an accepted solutions. It helps me allocate more of my time to helping others in the community.

Have a great day!

11

I need this!

12

We need this especially when syncing with ERP software. We need those activity datapoints in our HubSpot attribution modeling.

13

Hi @ArtyCele,

Task properties are now in public beta! HubSpot Login and Sign in

What is it?

You can now break tasks into subtasks, create custom properties for tasks, and customize which properties appear when creating a task.

Why does it matter?

Until now, tasks in HubSpot couldn’t be tailored to how your business operates. With subtasks, you can break complex work into manageable steps. Custom properties let you capture the specific data your team needs on every task. And by customizing the task creation form, you ensure the right information is collected every time someone creates a task.

How does it work?

Important: This release replaces the current task creation UI in the CRM with a side panel that supports subtasks and custom properties. This is the same side panel used when creating other objects like Contacts or Deals.

Creating custom properties:

You can now create custom properties for tasks just like you would for other objects. Navigate to Settings > Properties, select Tasks as the object, and create your custom properties.

Using custom properties when creating a task

To include custom properties on the task creation form, you must customize the form in Settings > Objects > Tasks. Support for using custom properties when creating a task in workflows will be available in April.

To edit custom properties on an existing task, open the task from the Task Index page or from the timeline on a record page. To see custom properties in the Task Index page, you must also join the “Tasks app rebuilt on CRM framework” beta.

Using subtasks

When creating or editing a task, you’ll now see a Subtasks section where you can break your work into steps. During this beta, subtask support is focused on the CRM, the Task Index page, and the Create Task workflow action.

Subtasks in the CRM

  1. When you click Create Task in the CRM, scroll down to see the Subtasks section.
  2. You can also create subtasks from Gantt View. After clicking Create Task in Gantt View, the Subtasks section appears in the task form.
  3. When hovering next to a task in Gantt View, you’ll see an option to create a subtask.
  4. When previewing a project, you can create subtasks from the Task Card.
  5. Within the project record, you can create subtasks when creating or editing a task from the Tasks Card.

Subtasks in the Task Index

To create and edit Subtasks in the Task Index page you must join the “Tasks app rebuilt on CRM framework” beta.

Subtasks in Workflows

Within the Create Task workflow action, you can include Subtasks.

About subtasks

Subtasks are tasks. They share the same properties and permissions as regular tasks. Every subtask must be associated with a parent task, but subtasks can have their own associations to other CRM records. For this beta, there is an initial limit of 30 subtasks per parent task.

Who gets it?

All paid subscriptions

Best regards!

14

I have created a Task Property titled “Approval Status”. It is showing up on the Task form.

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However:

1. There is no way to add it to the columns on the task views

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2. It doesn’t show on the Task in Records section (Ex: Deal/Contact/ Company)

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15

@karstenkoehler Missed out to @mention

16

@karstenkoehler You said “Support for using custom properties when creating a task in workflows will be available in April.” I still don’t see this functionality. Any update?

17

Hey @BCherry,
Thanks for following up here!
I’ve just reviewed the beta that @karstenkoehler linked, and I can see that it still reflects the April timeline. I’m not seeing any updates regarding this internally, so I’d recommend keeping an eye on it for an official rollout. Apologies for the incorrect date!
Shane, Senior Community Moderator

18

Hey @STierney any update on when Task Custom Properties might become functional? I joined the Beta which allows me to create Custom Properties, but not actually use them as the UI / UX cannot be adjusted on the “Create Task” form @BCherry in case you’ve found a workaround here?

19

Hey @OliStrat,

Thanks for following up here!

I don’t see any projected timeline that I can share out as of right now. Our best bet for now would be any workaround(s) that @BCherry, or others, may have found.

Shane, Senior Community Moderator