Hi, can you please share some ideas or tips if how can i put in a task under one particular contact (example client outreach contacts) from all the deals that has updated the information part of it. It will create a task to that particular contact when all the criteria are met. And also is there a way to check if there are duplicate task if you don’t have the custom code for the plan?
Hi @jean_rose31018,
Could you provide a bit more detail and explain your use case with an example?
What do you mean by a contact “that has updated the information part of it”? Which information, which part? Who or what is updating something - a user, a workflow, an integration?
When you say “all the criteria”, which criteria specifically are you referring to?
Generally: Yes, you can use the “Create task” workflow action in a contact-based workflow and enroll the contact when it meets the criteria that you specify, such as field values of associated deals. Before doing so, you can use a branch to check if the contact already has an associated task that is open and has a specific title.
Best regards
Something like this one
@jean_rose31018 I would need more written explanation to make sense of this - I don’t have any context as to what some of the terms are referring to, which object they correspond to etc.
Hi Karsten,
The goal is to have a task automatically created for a particular contact (e.g. Green Prospective Referrer), once the vendor details (part in the overview whenever you open a deal) is updated or filled out in all recently closed deals.
And it will creata a task under the particular contact (green prospective referrer contact) as the following:
- Generates a unique task title using the Prospective Referrer Business Name.
- Searches existing tasks to check for an exact task title match.
- If a matching task already exists, the workflow stops to prevent duplicates
- If no matching task is found, creates a task on the correspondingt task in the specific contact (which is the green prospective referrer)
@jean_rose31018 you’ll need three roll-up / calculation properties first:
- One roll-up on the contact object that counts the recently closed deals
- One roll-up on the contact object that counts the recently closed deals where the vendor details are filled out
- A calculation property that returns TRUE when these two properties have the same value
You can then set up a contact-based workflow, like I explained in my previous reply, that enrolls contacts based on deal criteria but only when the calculation property is TRUE - then branches to check if there is an open task with a matching title, and only if not it will proceed to create a task. In the task creation you can use personalization tokens from the enrolled contact or associated records.
There are some ambiguities in your requirements, for example “once vendor details is updated”. This would have to be logged in a way that it is clearly filterable whether that update has happened or not. Also, “recently closed deals” can lead to issues, unless you define how far back this applies.
Moderator note: While this solution may not address the original poster’s specific situation, it could be helpful for other community members facing similar challenges.
Hi Again,
Once the contact-based workflow is set up, do I still need a deal-based workflow, considering the “Green Prospective Referrer” contacts aren’t associated with those deals?
@jean_rose31018 I’m not sure I’m following - the steps I shared are under the assumption that contacts and deals are associated. If that’s not the case, you would to have make sure this association is established. There is a dedicated workflow “Create association” actions for that.
If that’s not an option, can you please share more context why?
Also for the “recently closed deals” required is all closed date is from last month.
I’m working on automating task creation under a single specific contact, the Green Prospective Referrer, which is not associated with any of the deals. The workflow uses Vendor Details from deals that were closed during the previous month as the primary source of information.
The process will:
- Retrieve the Business Name, Salesperson, and Contact Number from the Vendor Details section of each eligible deal.
- Open the designated Green Prospective Referrer contact record.
- Generate a task title using the format “Prospective Referrer - [Business Name]”.
- Populate the task notes with the additional vendor information gathered, including the Salesperson and Contact Number.
Before creating a task, the workflow validates the Business Name, identifies the Broker Book colour, and checks whether a matching task already exists. If a matching task is found, no action is taken. If no matching task exists, a new task is created.
In summary, the workflow consolidates vendor information from all deals closed in the last month and creates a task under the single Green Prospective Referrer contact only, while preventing duplicate tasks.
@jean_rose31018 without associations between the records, this is not possible out of the box with regular workflows. You would have to create a custom code action (requiring Data Hub Professional) or use the Agent Hub workflow beta - which will at some point very likely consume credits: Create workflows in Agent Hub
You can set this up with a workflow that triggers when the deal meets the required criteria and then creates a task associated with the contact. To prevent duplicates, add a check for an existing open task before creating a new one. If custom code isn’t available on your plan, you may need to rely on the built-in workflow filters or an external automation tool.
Hi!
This may be possible with a deal-based workflow. You could trigger it when the deal stage changes and use a task creation action.