Hello everyone! I have a question about how to configure the registration of client indications inside of the CRM.
My main objective is to register when a contact is indicated by a current client or partner, and automatically change a property in the part that made the indication, classifying him as an “Evangelist” of my company. There are two ways I thought of doing this:
1st (Preferred): Create a code camp, so that each company has their own code, which could be inputted in a property of referred contacts, which would then automatically update the number of indications a client/partner has made. When this is detected for the first time they would automatically need to be updated into an “Evangelist”
2nd: Create a “indicated by” property, which would open a dropdown with all the current companies/contacts I have. When a company is chosen for this option, their indications count should automatically be registered and they should be updated into “Evangelist”.
The problem is that I am stuck. I do not know how to do this, would anyone know if any of these options are viable/possible? Do you have any tips on how to accomplish it? Thank you
I’ve done something similar for partner referrals, and I’d say both of your ideas are viable, but with some trade-offs.
If you go with option 1 (codes), you’ll need a custom property on the Contact object (like Partner ID or Tracking Code) and a workflow on the Company/Partner record that increments a counter every time that value shows up. That’s doable with HubSpot workflows, though you may have to lean on custom code actions if you want the count to update dynamically.
Option 2 (dropdown) is simpler to set up, since it’s just an association. The downside is that dropdowns don’t scale well if you have a lot of companies.
In practice, most teams I’ve worked with start with option 2, because it’s easier to maintain inside HubSpot without extra dev work. Later, if volume grows, you can move to a coded approach or even a small external script.
And just to mention: HubSpot’s free tier already gives you custom properties and workflows (to a point), which should be enough to prototype this before investing in anything heavier.
Hi @HBernardes
Thank you for reaching out to the Community!
I’d like to invite some community members who are subject matter experts to join this conversation.
@karstenkoehler @ArisudanTiwari @TomM2 - Would you be able to share any insights on this? Your expertise would be greatly appreciated.
Best,
Victor
Hi @HBernardes,
This can be achieved through associations, association labels and roll-up properties:
First, you would define the relationship between your objects. The indications that you mention should be reflected through an association label.
Once this is defined, you can reference an association label in a roll-up property. A roll-up property than count how many associated records with a specific label there are.
E.g. if there is a record of type A, with 10 associated records of type B, 5 of which have label C, you could have a roll-up property that returns the number 5 based on the association label.
Give it a try and let me know if you’re getting stuck.
Once you have this, you can automate applying the association label to records, if needed, through workflows – to create a fully automated process.
Best regards
Hey @karstenkoehler,
Thanks a lot, your reply made everything much clearer and we managed to make progress because of it.
We have created the association label and can now define contacts either as “Indicator” or “Indicated”. I have just another question to see if we could make this process more effective.
Currently, when filling the “Create contact” form we have the option to set the property as “Indicated”, but in order to associate it with the actual indicator, we need to exit the form and change the property inside the own indicator’s card.
Is there a way that, during the filling of the form, whenever someone is set as “Indicated” another dropdown shows up making it possible to choose which contact it was that indicated this new one?
Thank you in advance, best regards
@HBernardes not with a custom property, no, bit you can associate records directly and apply association labels: Customize the create form for each object
In the editor for the record create form, via the options in the top left, you can add associations to the create form.