Send email whenever new contact associated to object

[nickgi]

Let's say we have a custom object called Tours. Every time a new contact is associated with a Tour, we want Hubspot to automatically send out a welcome email to the contact. The email would need to contain peronalization tokens from the contact as well as property values from the Tour. How can I accomplish this?

[Jaycee_Lewis]

Thanks, @danmoyle and @Jnix284 🎉 — Jaycee

[danmoyle]

You got it, @Jaycee_Lewis! Appreciate the opportunity and the heads up. 🙌 

[danmoyle · Accepted solution]

Thanks for the tag @Jaycee_Lewis! 

Hi @nickgi. Here's my thought. We have a custom object where I work called Services. It's a little like Tours for functionality. I can create a Service-based workflow— custom object based, in other words— triggered by criteria like "number of Services (Tours) is greater than 1" and send an email to that Contact. See below: 

This also makes me think I could create a Contact list for Associated Tours (Custom Object) and enroll those contacts. 

The question is: How many Tours can be associated to a Contact? If it's more than 1, then the workflow criteria could also be related to something like a form submission (see below) or custom property being manipulated by the number of custom object associated to the contact*.

* What I meant here is creating a custom calculated property that increases with each associated object, and each time that colculated property is updated, the contact gets re-enrolled. 

I hope that helps spark some ideas! 

[nickgi]

Thanks for the detailed answer! Just wondering though, won't this send to ALL contacts associated every time it enrolls? In our case wouldn't contacts potentially be receiving the same welcome email every time someone signs up?

[danmoyle]

@nickgi workflows have a setting now to *not* re-enroll, so that should take care of that. 

[nickgi]

The issue is that we need the Tour to re-enroll since people can sign up for, and be attached to a Tour at different times over the course of the month. When the person signs up, we need only them to recieve the welcome email. Storing this on the contact record isn't an option either since they can sign up for an arbitrary amount of tours.

[danmoyle]

This might be a use case for Custom Objects, @nickgi. A Tour could be the Object, and a Contact could be associated to multiple Tours this way, getting communications for each Tour separately. 

[Jnix284]

Hi @nickgi, the workflow @danmoyle created should do the trick! 🙂

For the email with personalization tokens, here is an article showing how to add personalization tokens for custom objects to your automated/ma....

Thanks for the tag @Jaycee_Lewis!

[Jaycee_Lewis]

Hi, @nickgi 👋 Thanks for the interesting question. Hey, @danmoyle @jolle @Jnix284 @gabriel-nextiny @Phil_Vallender do you have any thoughts there? 

Thank you very much! — Jaycee