Filtering Tasks by Contact Lifecycle Stage

[robertoarnaut]

I’m having an issue with how I’m seeing my tasks in HubSpot and would appreciate some guidance.

I created different categories/stages within my Contacts Lifecycle Stage, and when I add a new contact, I assign the appropriate category to that contact.

However, when I go to Tasks, I’m not able to filter or select tasks based on the Lifecycle Stage of the associated contact. I would like to be able to see, for example, all tasks related to contacts in a specific lifecycle category so I can organize my follow-ups more efficiently.

Is there a way to filter my Tasks based on a contact’s Lifecycle Stage or another contact property?

If this is not currently possible directly in the Tasks view, what would be the best workaround to accomplish this?

Thank you!

[stassey]

Hey @robertoarnaut,

Welcome to the community!

Great question! Filtering tasks by a contact’s Lifecycle Stage isn’t natively supported in the Tasks view and I couldn’t find any community threads that already answer this. That said, I feel like our community might be able to help with a workaround here.

Tagging in some folks from the community to see if they have any tips and tricks on this!

Hey @lnorden, @JasmineOejbro, @GRajput – Do you have any suggestions for @robertoarnaut on this?

Thanks in advance!!

Sam, Community Manager

[lnorden]

Hi @robertoarnaut ! Thanks for the tag @stassey .

This is an interesting one!

Sam is correct, there is not a native way to filter Tasks by a Contact field, but I think we could build a workaround depending on what you have access to with your HubSpot Subscription.

Assuming you can access workflows, edit task Queues, and build Custom Properties:

If filtering Tasks by Contact Lifecycle is a must-have, I believe it could be done with a series of workflows, Custom Task Queues, and a helper property.

1. Create Task Queues that match your Customer Lifecycle stages
2. Create a helper Task Property titled “Check Task Queue” as a Y/N Checkbox.
3. Build the workflows below to make the Task Queue update itself with the associated Contact’s lifecycle changes.

Workflow #1 - Task Object Triggered with Task creation OR Helper Field is YES > Branch by associated Contact Lifecycle > Replace Task Queue to match current Lifecycle Stage > IF Helper Field is Yes, switch to “No” > End Workflow

Workflow #2 - Contact Object Triggered with Lifecycle Property Change > Edit Associated Task Helper Field “Check Task Queue” to YES > End Workflow (this is a limitation, it will alter ALL tasks associated to the contact, not just a singular task)

This should effectively change the Queue for the Task every time the associated contact’s lifecycle updates, which would allow you to Filter by Task Queue which would match your Contact’s Lifecycle stages, effectively giving you that filter by lifecycle stage capability.

I did not build this live and test it yet, as I wanted to get this workaround to you as fast as possible, but I built it in my head and I believe it will work! If you’d like me to build an example for you to work with, I’m happy to do that!

Hopefully that helps, let me know how it goes!

Lindsey Norden

HubSpot Community Champion

[lnorden]

I just thought about this a bit more and realized you could probably just build the Task Queue change right into the Contact Lifecycle workflow instead of triggering a Helper in the Task Workflow, but I’m happy to help build it out to be sure.

[JasmineOejbro]

@robertoarnaut Hey! Throwing in another possible solution to this alongside @lnorden’s suggestion.

If you navigate to Product updates and join the Public beta for Customized Task Properties and Subtasks, you should be able to accomplish this.

This allows you to create custom properties for your tasks, which you can then use as filters in your task view (and to set up specific queues for).

You can create a new property called Contact lifecycle stage (or something else that makes sense for you), set it as a Property sync type and have it pull in the same data as you would have on the associated contact.

See image below:

Another way to solve this similarly in cases where you may have multiple contacts associated to one task would be to create the property as a drop-down or similar and have a workflow update the task property value based on the contact property value (instead of a live sync you can control when it triggers and what it does).

With the property in place and a value known, you can then add to your task view to order by the value or have filters to only display specific ones.

Hoping this solves the problem for you!