We are trying to trigger a workflow (using the new workflows tools) when a meeting is marked as completed but only for certain types of meetings. Unfortunately our pre-defined call and meeting type options are not available when building the filters - only a set of other generic meeting types are presented for filtering.
Notably, our Call and Meeting types can be used when triggering using the meeting ‘booked’ trigger but unfortunately most of our meetings are not being created already in the completed outcome:
Hi there, @EGrant9 - Welcome to HubSpot community, we’re happy to have you here!
Tagging @karstenkoehler and @Jnix284 to see if they have encountered this specific limitation with the filter options in the new workflow tools.
My suggestions would be to shift your filtering logic either to the Filter-based enrollment triggers or to an If/Then branch after enrollment.
If you are currently using “When an event occurs,” try switching to “When filter criteria is met.”
If you must use the “Meeting outcome changed” event trigger but cannot select your types there, set your Enrollment Trigger to the generic Meeting outcome changed, and then an If/Then Branch to filter by Activity properties > Meetings > Call and meeting type.
Place your workflow actions under the YES path to filter the enrolled contacts that enter the workflow.
Unfortunately it doesn’t quite get us to where we’re hoping to be as the Meeting object is not a true object type and isn’t available within the trigger filter criteria options (neither is Activity or Engagement):
We’ve also looked into trying to use the Call or Meeting Type as a refinement criteria for a different property change or filter-based trigger. However, because the Contact-Meeting association can only pick up any meeting (vs. the first or most recent), it would execute this workflow even if the relevant meeting was months or years ago and isn’t the activity that would be triggering the WF. (This is the same when it comes to using branching within the WF actions as well.)
But thank you for these ideas and the mentions of others who may be able to help.
I’m going to post one more reply in this thread with a more plain English summary of what we are trying to accomplish in case there is a simpler solution that I am overlooking by being in the weeds of these multiple workflow triggers. Thanks in advance to any other help available.
As mentioned, here’s a summarization of what we’re trying to accomplish without delving into the current roadblocks…
We have ~10 Call or Meeting Types defined for our team members to use when scheduling and logging meetings with customer contacts. About 5 of these are considered “high value” meetings.
When we complete a meeting with a Contact that is of one of these high value meeting types, we’d like to save the date this meeting occurred to allow us to analyze our typical duration from lead creation to assignment to high value meeting.
This was envisioned as being saved to a property of the Contact (which is what we are attempting to do via workflow as described above), but if there’s another method, we can explore this as well.
Just to confirm I understand you correctly - this date is only logged once?
If so, it is easiest to not set this up with the ‘When an event occurs’ enrollment criteria in a workflow but using ‘When fiter criteria is met’.
Add a filter, change the ‘Filtering on’ dropdown from contact to meeting, then simply filter for contacts associated to a meeting with the desired outcome and type. That’s it.
This doesn’t work for re-enrollment but from what you described, you only want that date when it occurs for the first time.
I think we’ll have a limitation around contacts with pre-existing qualifying meetings not having a reliable date but that was going to be the case with any solution.
