Tracking Playbook Logging

Smart CRM & Sales Hub Dashboards & Reporting
1

Hello everyone,
I’m trying to set up a table/matrix that can show me if a particular call log is being used or not. So far I can figure out how to show all call notes with this specific product name, but I can’t figure out how to get it to show if it is missing a call log with the same product name.
Bonus if it can show the line item was sold to this customer at least once, not requiring a call log.

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Thanks!

2

Hi @EXayavong

It sounds like you’re trying to build a report that checks whether a specific call log with a product name exists for a company, and if not, flag it as missing. Here’s how you can approach this:

  • Step 1: Creating a Custom Property

    • Since HubSpot doesn’t natively allow you to report a simple “Yes/No” on whether a specific call note exists, you can create a custom property at the company level (e.g., “Call Log Present”).
    • This custom property would have two options: “Yes” and “No”.
    • To automate the process of checking if a call log exists, use a workflow to power this property.
      • Set your workflow to trigger based on activity (in this case, calls) that meet your specific criteria (e.g., a call note containing certain keywords like the product name).
      • The workflow will update the custom property to “Yes” when the condition is met and “No” when no call log exists.

  • Step 2: Building the Workflow

    • The workflow can be a bit tricky since it’s activity-based rather than purely object or property-based.
      • Use filters like “Call Notes Contain” or “Call Subject Includes” to find relevant call notes.
      • Based on these conditions, you can set the custom property to “Yes” or “No”.
    • Once the property is in place, you can use it in your report to show if the call note is present for that specific product.

  • Bonus: Showing Sold Line Items

    • To display whether a line item was sold to a customer at least once (without requiring a call log), you’ll need to create a cross-object report.
      • This requires a triple join between companies, deals, and line items.
      • You would join the company to the deal and the deal to the line items.
      • Apply filters such as “Deal Stage = Closed Won” to identify successful sales and display the corresponding line items.
      • This approach can be a bit complex, and cross-object reporting is often challenging due to the joins between different data tables. I’d recommend testing the report to ensure you’re getting the right results.

Pro Tip: Whenever possible, try to consolidate data points on one object to simplify reporting. Cross-object reports can be tricky because of the way HubSpot’s databases communicate, especially when you’re dealing with multiple relationships like companies, deals, and line items.

Stay Awesome & Keep Doing it BIG :fire: