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Anupa_Dayaratne
Contributor

Enroll and Re-enroll to Workflow using only association labels

SOLVE

In HubSpot currently, we can only enroll in a workflow by using an association label. We can't re-enroll to a workflow using association labels. This is my first concern.

 

My second concern is when we configure the workflow enrollment, we can't configure it by only using the association label. Always we have to add some other criteria with the association record. What we are looking for is to Enroll and Re-enroll to Workflow using only association labels.

 

image-Nov-05-2024-01-31-43-2051-PM.png

1 Accepted solution
karstenkoehler
Solution
Hall of Famer | Partner
Hall of Famer | Partner

Enroll and Re-enroll to Workflow using only association labels

SOLVE

@Anupa_Dayaratne you would have to create a custom calculation property (type rollup) on the deal object that counts how many associated companies there are: https://knowledge.hubspot.com/properties/create-calculation-properties

 

Once you have this 'Number of associated companies' property, you would add it to the enrollment criteria 'AND Number of associated companies is known' and enable re-enrollment for it.

 

The workflow would now reevaluate the enrollment criteria whenever the number of associated companies changes (from 1 to 0 or from 0 to 1).

 

Best regards

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

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karstenkoehler
Hall of Famer | Partner
Hall of Famer | Partner

Enroll and Re-enroll to Workflow using only association labels

SOLVE

HI @Anupa_Dayaratne,

 

For the second part of that filter ("And associated Company has all of"), simply pick a property that exists on all records. That way, you don't have to specify a filter you don't want to have.

 

Two options work very well:

  • And associated Company has all of Create date is known
  • And associated Company has all of Record ID is known

This is effectively superfluous as each record has a create date or record ID, meaning that it will pull in all records with the corresponding association label.

 

Best regards

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

Did my post help answer your query? Help the community by marking it as a solution.

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Anupa_Dayaratne
Contributor

Enroll and Re-enroll to Workflow using only association labels

SOLVE

Hi @karstenkoehler,

Thank you very much for the provided solution.

Actually, I have tried this approach by using the company name is known (I tested with a company in which the name exists) criteria. However, the deal record is not enrolled automatically. With a manual enrollment, it worked.

When I'm explaining this I have another question, Based on my enrolment criteria (mentioned in the screenshot) I need to enroll the deal to the workflow, once the deal associated to a company with a End user association label.

For this is this approach valid? 

0 Upvotes
karstenkoehler
Hall of Famer | Partner
Hall of Famer | Partner

Enroll and Re-enroll to Workflow using only association labels

SOLVE

@Anupa_Dayaratne wrote:

However, the deal record is not enrolled automatically. With a manual enrollment, it worked.


Can you confirm that you allowed existing records that meet the criteria to enroll as well?

 


@Anupa_Dayaratne wrote:

When I'm explaining this I have another question, Based on my enrolment criteria (mentioned in the screenshot) I need to enroll the deal to the workflow, once the deal associated to a company with a End user association label.

For this is this approach valid? 


Yes, that should work 🙂

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

Did my post help answer your query? Help the community by marking it as a solution.

0 Upvotes
Anupa_Dayaratne
Contributor

Enroll and Re-enroll to Workflow using only association labels

SOLVE

@karstenkoehler wrote:
Can you confirm that you allowed existing records that meet the criteria to enroll as well?

Yes, once I allowed the enrollment for existing records it worked. Thank you very much for the insight!👍


Now the problem is with the re-enrollment. Hope that feature is not supported by HubSpot yet. or can you suggest a workaround for re-enrollment? 

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karstenkoehler
Hall of Famer | Partner
Hall of Famer | Partner

Enroll and Re-enroll to Workflow using only association labels

SOLVE

@Anupa_Dayaratne what exactly should trigger re-enrollment? The first enrollment happens when the deal is first associated with a qualifying label – when exactly should the second, third, fourth enrollment happen? What should trigger it?

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

Did my post help answer your query? Help the community by marking it as a solution.

0 Upvotes
Anupa_Dayaratne
Contributor

Enroll and Re-enroll to Workflow using only association labels

SOLVE

@karstenkoehler 

thank you very much for the quick response.

 

Here’s the scenario: A user creates a deal record and associates it with a company record labeled as an end-user. Later, the user realizes that the associated company is incorrect, removes the association, and adds a new company as the association.

 

If workflow re-enrollment is not supported, how can we handle this type of scenario?

0 Upvotes
karstenkoehler
Solution
Hall of Famer | Partner
Hall of Famer | Partner

Enroll and Re-enroll to Workflow using only association labels

SOLVE

@Anupa_Dayaratne you would have to create a custom calculation property (type rollup) on the deal object that counts how many associated companies there are: https://knowledge.hubspot.com/properties/create-calculation-properties

 

Once you have this 'Number of associated companies' property, you would add it to the enrollment criteria 'AND Number of associated companies is known' and enable re-enrollment for it.

 

The workflow would now reevaluate the enrollment criteria whenever the number of associated companies changes (from 1 to 0 or from 0 to 1).

 

Best regards

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

Did my post help answer your query? Help the community by marking it as a solution.

0 Upvotes
Anupa_Dayaratne
Contributor

Enroll and Re-enroll to Workflow using only association labels

SOLVE

@karstenkoehler 

What a nice solution 😊

Anupa_Dayaratne_0-1730898283447.png

 

This solves my problem. Actually, we are new to HubSpot, and we are still in the implementation stage.
I can mark this as an acceptable solution.
Thank you very much!

0 Upvotes