Hi @maximilianr,
Setting this up the correct way can be a challenge, you’re right!
Regarding your first question, yes, this can be achieved with a contact-based workflow. You’re saying that this is part of your onboarding journey which leads me to assume that the main object here is a deal or a ticket? If you attempt this with a deal- or a ticket-based workflow, you’ll indeed end up with the issue that all associated contacts are sent the email – or the ones labeled with a specific association label.
Instead, you would have to rethink your workflow as a contact-based workflow. Let’s assume “Onboarding Fragebogen” is a deal stage. It would be compelling to create a deal-based workflow – however, out of the box, that doesn’t let you choose a contact to be the recipient, only all associated contacts. If you have labeled the associated contacts with a unique label, you can specify so.
If not, you would create a contact-based workflow that enrolls contacts who are associated to a deal in the stage “Onboarding Fragebogen”. You can then add additional enrollment criteria to make sure it’s the exact person you want to enroll.
Regarding your second question, this is a bit more complex. (Unless the form submission is creating the deal. In that case, let me know and I’ll outline this path.)
Yes, you can copy information from a contact into a deal, however this will again affect all associated deals (unless you’ve implemented specific association labels). This is not an issue if the copied fields simply don’t apply to all deals. For example, let’s say you have a sales deal and an onboarding deal. It doesn’t matter whether the “Onboarding Fragebogen” information is copied to both, you can probably simply ignore it on the sales deal.
However, if there are potentially multiple onboarding deals or there is a risk of data being overwritten, things get a bit more complicated. There will always be three properties involved – the contact origin property, a background deal property, the target deal property.
Here’s what the setup would look like:
- Contact-based workflow copies value from contact origin property into background deal property of all associated deals
- Deal-based workflow copies value from background deal property to target deal property
In step 2, you can define clear enrollment criteria as to which deals this should apply to – something you can’t do in step 1 as this affects all associated deals.
You can of course work around this by manually assigning association labels to all records. However, this poses a bigger risk of error in my opinion (until HubSpot lets us assign association labels automatically).
I know this is a lot. Let me know if you have any follow-up questions!
