Using workflows to check for missing Notes or Tasks

Smart CRM & Sales Hub CRM
1

We have free Sales users we refer to as Educators. They have meetings with Contacts, then need to update the Contact record with a Note and a Task.

We are hoping to create a workflow that can check to see if the Note and Task was added after the ‘last meeting date booked’. Based on the results we want a confirmation email noting there is a Task and Note, or we want a Task to be created and assigned to the Educator.

The filters and triggers have been tricky. Has anyone had success with something similar or know of a decent workaround?

2

Hi @BMorton12 I don’t believe there is a way of triggering workflows based on whether a note or task has been set. However, could you ask your Eductors to complete a HubSpot form with this information or update a contact property? That way you could trigger a workflow.

Hope that helps!

3

Hi @BMorton12,

What you’re trying to achieve requires re-enrollment based on activities. By default, workflows don’t support this but there is a workaround using active lists.

Create an active list which shows all contacts that have had a task created in the last 24 hours:

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Contacts will enter and leave this list, allowing its use for re-enrollment. Whenever a task is older than one day, the contact leaves the list. Whenever there is a new task, the contact joins the list.

You can now use this list for **re-**enrollment in a contact-based workflow and set a date stamp for a “Recent task created date”. (If you want this to only be valid for certain tasks, you can further specify this in your list by task title or type.)

Contacts enter the list, enroll in the workflow, the workflow sets the value of a date property to the date of the step (today’s date). The contact leaves the list and maybe joins the list again. The date property updates.

You would repeat the same for notes.

You now have a “Recent task created date” and a “Recent note created date” which you can use in your workflow to check whether these are before or after the “Date of last meeting booked in meetings tool”.

Let me know if you have any follow-up questions!