How to Handle Multiple Deals in Specific Stages for a Company Property Update?

[VroomlyTeam]

Hi HubSpot Community,

I’m trying to create a calculated property for companies that returns “Yes” if the company has one or more deals in specific stages of a given pipeline.

Here’s what I’ve done so far:

1.I created a custom company property called “Pipeline Status” with values “Yes” or “No”.

2.I set up a workflow to trigger when a deal enters one of the specific stages of the pipeline. The workflow updates the company’s “Pipeline Status” to “Yes”.

3.I also created a second workflow that triggers when a deal moves out of those stages and sets the “Pipeline Status” to “No”.

However, the problem arises when there are multiple deals associated with the same company. One deal could trigger the first workflow to set “Pipeline Status” to “Yes”, but then if another deal leaves the specified stages, the second workflow triggers and sets the status to “No”, even though one deal is still in a valid stage.

I attempted to resolve this by creating a property to count the number of deals in those stages. The idea was to increment the count when a deal enters a stage and decrement it when a deal leaves. Then, based on the count, I’d update the company property to “Yes” or “No”. Unfortunately, I discovered that HubSpot doesn’t allow increasing or decreasing a company property’s value from a deal-based workflow.

Has anyone encountered this issue before, or does anyone have suggestions on how to handle this scenario where multiple deals need to be tracked across specific stages for a company?

Thanks in advance!

[JessieS]

Hi @VroomlyTeam! 

Thank you for the additional details and screenshots!

I did find a community thread requesting a similar capability that suggests an alternative custom solution using calculation properties you could try: https://community.hubspot.com/t5/CRM/Looking-to-sum-the-number-of-deals-associated-with-a-company/m-...

Otherwise the Number of open deals property does this automatically, but just is all-encompassing and doesn't specify by pipeline (nor can it be refined in a workflow filter to isolate it to a certain pipeline). 

You could add an additional filter to a list or workflow (if you don't need re-enrollment in the workflow) for (Any or association label) associated deal pipeline is any of X. 

Of course, that wouldn't exclude it from considering any deals unless you use an association label.

You may consider trying it in a list first and then if it is to your liking, add the list as the enrollment (and re-enrollment) trigger as needed. 

Hope that helps! 

Jessie,
HubSpot Community Moderator

[JessieS]

Hi VroomlyTeam!

Good morning! From my understanding, you want to create a calculated property that sets the property to “Yes” if the company has 1+ associated deals in certain pipelines/stages.

You have a separate custom checkbox property called “Pipeline Status” with values “Yes” or “No”. This is set automatically to Yes when a deal enters a particular stage/pipeline it triggers the workflow. You also have a second workflow that enrolls a deal if it moves out of those stages and sets the “Pipeline Status” to “No” on the flip side. 

But, if there are multiple deals associated with the same company, you've experienced scenarios where one deal meeting criteria 1 could enter the first workflow and set the “Pipeline Status” to “Yes”, but then if another deal leaves the specified deal stages, the other one could trigger workflow 2 and set the property to “No”, even though one deal is still in a valid stage. Do I have that first part correct?

That is definitely valid feedback and I would consider implementing Association labels to further restrict the associated deals being incorporated/evaluated for those workflows in cases where there are multiple: https://knowledge.hubspot.com/object-settings/create-and-use-association-labels

It sounds like you then tried to solve for this issue by creating a calculation property to count the number of deals in those stages so that it increases when a deal enters a specific stage and decreasing when a deal moves into a different stage. Based on the number, you wanted to use the property to establish if the company property would set to Yes or No. But you found this was unavailable in a deal-based workflow. 

I would consider changing the company property with a company workflow if you have related company properties you could use for enrollment AND either way use association labels. There is a Number of associated deals property or number of open deals property, as well as a Lifecycle stage one for companies in case any of those would work for you: https://knowledge.hubspot.com/properties/hubspot-crm-default-company-properties#:~:text=Number%20of%...

In terms of calculation properties, they are number properties and you could try something like a roll-up property , though I'm hearing you tried something like that and it wasn't working in a deal workflow. 

You could try one of these deal stage related properties for the particular stages: https://knowledge.hubspot.com/properties/stage-calculated-properties

But if there are multiple deals meeting either workflow's criteria, I do still think the issue comes down to the association when using in workflows regardless of property. 

If you wouldn't mind sharing a screenshot of the workflow criteria including the specific references in the actions and filters to associated deals, as well as any errors with adding your calculation property to deals that would help us all visually align on your setup.

You could even share that info on a support ticket if you have a paid subscription or trial and let support know if you did need deeper technical consulting to come up with a plan to implement an out of the box solution: https://www.hubspot.com/services/professional/technical-consulting

I'm tagging in some HubSpot subject matter experts in case they have further insight in case you can get further peer to peer support in the community! karstenkoehler and @ChrisoKlepke any additional thoughts? 

Thank you! 

Best,
Jessie
HubSpot Community Moderator

[VroomlyTeam]

Hi Jessie! Thanks for your help.

You have correctly understood my problem.

I would like to have a company property that can indicates:

• whether there is at least one deal open on a given pipeline (boolean property)
• or (ideally) the number of deals open on a given pipeline (number property)

Here are some screenshots of the workflow I've created.

It's a deal workflow so deals can reenroll at each phase change.

Here's where I'm stuck :

• When using a number property: unfortunately, I can't increment a company property from a deal workflow.
• When using a Boolean property: if I have several deals on a company, a Boolean property will be false as soon as a deal is closed (because it will enroll the workflow), even if other transactions are still open.
• I can't use the defaut company property "Number of open deals" because I have deals on other pipelines that I don't want to consider

Thanks for your precious help! @JessieS @ChrisoKlepke @karstenkoehler