Hope you can help. To try keep it simple. We got hubspot JULY 2023. We have synced our hubspot contact records with our salesforce records since this date.
However, we are updating all 1.3 million of our salesforce contacts which will obviously sync to hubspot. Hubspot then sees that something has been done with a contact, and if there are any contacts that meet a criteria (in this case a field is set to Send First Email). it is sending them through the workflow. These people are previosuly set to send first emails years ago and not recently. We want it to be only people set to it within the last XYZ.
What does your entry criteria look like on this workflow? Also, what does the sync look like on this particular field, is it set to the latest value or is Salesforce in control of this field? And does this field need to sync between platforms or is it only useful for Hubspot?
Knowning this I would probably recommend updating your sync settings and updating your enrollment criteria, but in the meantime, I would shut down the workflow or add a segment to restrict someone from entering it more than once if they have been enrolled in it in the past.
Entry criteria is. When status field is set to “Send First Email”, enrol them in this workflow.
Anyone who has been set to it since we started with hubspot, is fine, however, if a really old contact is reengaged with, it ackonleges it as “oh look, this contact has been set to Send First Email, but hasnt received it, lets send it”.
We change it in salesforce so salesforce has control but you can adjust it in both, so whatever it most recently was put as.
Entry criteria is. When status field is set to “Send First Email”, enrol them in this workflow.
Anyone who has been set to it since we started with hubspot, is fine, however, if a really old contact is reengaged with, it ackonleges it as “oh look, this contact has been set to Send First Email, but hasnt received it, lets send it”.
We change it in salesforce so salesforce has control but you can adjust it in both, so whatever it most recently was put as.
Do you have suppression criteria setup to remove the older contacts from the workflow or is there a point in time when the email workflow may have been updated and you want them to go through again? If you want to keep contacts out for a period of time you might need to create a segment to suppress or allow them to come back in once a period of time has passed.