Workflow thoughts

Smart CRM & Sales Hub CRM
1

Hi there, I have tried everyhing I can think of to make this workflow work:

“A sales person is talking to a contact and the contact says they want a sample with thier logo on it. The sales person needs to communicate to our warehouse that a sample is needed with logo attached. Then when it is done and sent the warehouse needs to notify the sales person, sand a tracking number, so they can call the contact and follow up.” How would I do that in Hubspot?

Notes:

File type could be PDF (cant attach to a Task or Ticket)

Same Contact could have this request more than once (cant re-enroll contacts with workflows based on activities)

Warehouse team does have access to Hubspot.

For some reason I cannot find a way to make this work, and it is something we need to do 20+ times a week at least. Each sales person could have a list of people waiting for sample orders to be fulfilled.

I am willing to look at Marketplace apps as well, and/or Zapier if needed. It is important to us to make this work, and as easy as possible for the sales people.

Thank you amazing Hubspot Community :slightly_smiling_face:

2

Hello @TLang ,
1. Notification to warehouse: An idea could be to use a ticket pipeline.
> Create service workflow
> Trigger = ticket status is “sample required” (you would have to create this stage) & file upload is known
> Action = send email (where the details would be inserted with personalization tokens) to associated contacts labeled “Warehouse” (you would need to create a contact for your warehouse and give it an association label = warehouse)

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2. Notification to sales that sample was sent:

> The warehouse fills in a form (email address, tracking number)
> Workflow : tracking number is known → send a notification to contact owner

Let me know if this helps,

Yohann
Markentive - Marketing & Sales Consultant

3

Hello, I cannot see anyway to upload a file to a ticket via the contact record.

4

@TLang can you try the following setup:

> Create a file upload property (I named mine “Sample - File upload”)

> Create a contact workflow:

Trigger: File upload is known (with reenrolment)

Action: Create ticket record where you copy the file upload property to the ticket (see screenshot)

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Let me know,

Yohann

5

I think I understand, but I will need to out details in the ticket, about the types of samples and such. How might that work.

6

Also, when I create a file record in contact I cannot upload a file to it. It is just and editable text field..

7

Hi @TLang
How’s it going?
We have an pdf automation app for HubSpot called Portant. It can automate and personalise pdfs from Contacts in the following way:

  1. User can click a button in the HubSpot contact page and generate the PDF, this PDF can prefill some basic info from the contact.
  2. [Optional] Then the HubSpot user can add their customisation to the document before the final PDF is created. e.g. open the document from HubSpot and enter the order details.
  3. Then the document can be converted to a PDF and optionally automatically sent to the factory.

THis can be done multiple times per Contact (and also works on Companies, Deals & Tickets). Does that sound helpful?

We have some docs to help you get started: HubSpot | Portant Docs but if you need any additional help, please feel free to email me james@portant.co and we can set up a call.
Cheers,
James - CEO @ Portant

Portant App for HubSpot: https://ecosystem.hubspot.com/marketplace/apps/sales/sales-enablement/portant-hubspot-google-docs-in…