I have a client migrating from another CRM in which they’ve built a custom points-based scoring model based on the inbound/outbound emails, calls, and meetings they have around a particular deal. I am trying to replicate this model in HS (with Sales Enterprise) and am having trouble figuring out a way to count the engagements associated with a Deal, assign a point value based on the type (call or meeting type field), and then tally these point values ideally in a custom property on the Deal object.
I’m trying to execute this with a workflow, but having trouble ensuring that each time an engagement is logged that I can trigger the workflow to count the points. I also have a lot of historical data from their custom built module in their old/current CRM that I would need to import and would need to calculate the points from these old engagements in the new Hubspot property as well.
Anyone do anything like this before and have any tips on how to do this count/point calculation?
Is this just a tally of various activities… like a count of calls / emails with a specific call or meeting type?
I would create a couple of number properties. Something like… # of Sales Follow Up Calls which tracks the call type “Sales Follow Up”.
In the workflow, your trigger would be for any call activty with the Sales Follow Up call type. Then the action is to Increase or Decrease Value. Select your property and have it increase each time. Set the trigger to allow re-enrollment.
You can use a calculation property to total these, or average them. If you do use a calculation property, you will need workflows to set the added properties to zero by default. The calculation will not trigger if one of the props is null.
You may be looking for something more complicated so let me know.
Thanks Jake. I’ve tried something similar to this, but have trouble with the re-enrollment criteria to make sure a Deal will be re-enrolled for subsequent engagements? Any ideas for additional re-enrollment criteria? Note that it says workflows can’t use activity properties for re-enrollment.
The first would be a score property: Understand the lead scoring tool This would let you specify positive and negative criteria, award/remove points and calculate a final score.
If that doesn’t work and you decided to go the workflow route, things get a lot more complex and you’ll likely need these building blocks:
Deal list based on activities associated with deals: Activities themselves cannot be used for re-enrollment in workflows. However you can work around that by creating a list of records associated with tickets in the last 1 day and use this list for re-enrollment. A deal would leave the list once the activity is more than 1 day in the past and re-enter with the next activitiy. (This has the obvious limitation that only one activity is counted per day.)
The ‘Increase property value’ action in workflows. After enrolling contacts based on the above, you can count up by +1 in a custom number property and then use this number property’s value for further categorization / enrollment etc.
Generally, score properties are easier to set up and more robust. They will always reflect the latest score correctly, while workflows sometimes face enrollment issues and might get out of sync that way. My recommendation would be the score property.
Karsten- thank you very much for the reply. A few comments in response:
Regarding the score property, I have explored this, however what I’ve run into is the score criteria essentially limits the counting to one activity of each call or meeting type rather than increasing the score every time an engagement happens.
Meaning, if I have two engagements with the same call or meeting type, it only adds points the first time and subsequent engagements of this type don’t trigger this filter to add more points. Any suggested workarounds with this Score property approach?
Re: the workflows, I can see your suggestion, but concerned about ensuring re-enrollment of the deal in the workflow for each time an engagement is logged (some of which may occur within the same day - as well as sometimes the sales team logging engagements in a batch rather than in real-time when they occur.) Any other ideas on ensuring re-enrollment everytime an engagement is entered? Maybe triggering enrollment off of when the ‘number of sales activities’ property changes?