Sending an Email when a new property is created

[MStevens11]

I want to allow users to create new properties when they need to but I want to be able to monitor the properties they create. Is there a way for me to set up a workflow or notifications so that if someone creates a new property then it will send me an email about it?

[franksteiner79 · Accepted solution]

Hi @MStevens11 

As far as I know there isn't a way to do this.

Also from nearly 10 years experience working with HubSpot and looking at ~100 HubSpot portals, I implore you - lock down property create access to as few people as possible. 

User might complain, but I rather have a fewer people create properties as it makes managing data and data quality a lot easier.

Frank

[andrewzistler · Accepted solution]

Hey @MStevens11!

Sadly, I don't think there is a native way to accomlish an alert on property creation - though there is a solution with some Google Sheets App Scripting if you are / have access to a developer. It should be relatively simple, so you might be able to scrape by with AI assistance. (How-to at the bottom)

But, before you go that route, I first would strongly reccomend reconsidering allowing all users to create properties. This will result in duplicate properties at minimum, and at worst badly jumbled, non-standard data firing workflows accidentally.

I deeply understand your desire to empower users - but trust me, even if you're reviewing new properties on a daily basis, things can (and will) get out of hand quickly.... especially if they start editing them. I cannot tell you how many portals I've audited that were a tangled mess due to wonton property creation, and the cleanup will take a lot more time than just doing it yourself in the first place.

That said - if minimum, if you do decide to go this route, consider requiring users to request and recieve approval before creating or editing a property.  There should also be an SOP in place whereby the users follow a property naming and description convention too.

How to Recieve an Alert When a HubSpot Property is Created:

With that giant disclaimer out of the way - the only way to track new property creation that I'm aware of would be to have an external database track changes using the HubSpot Properties API Endpoints. This could likely be accomplished with a Google Sheets and a custom App Script.

1. Set the Apps Script to fire once per day, and perform a GET request the HubSpot Properties API, and then populate the sheet with any all properties.
   • Using the HubSpot API
   • Read All Properties API Endpoint Documentation
   • Google Sheets App Scripting Documentation
     
     
2. When a new property/row is added, the Apps Script should POST to the HubSpot Contact's API, and update a custom switching property on a dummy Contact record you created for this purpose.
   
   • HubSpot Contact API Documentation
     
     
3. Create a workflow so that when that custom property switch is updated, you get an email alert. In the email alert, add a link to the Google sheet Then have the workflow reset the switch. 

I hope all that helps! Cheers!

[RJohnson815 · Accepted solution]

Hi @MStevens11,

As mentioned above, it would be best to limit the number of people who are creating properties. One solution I've implemented for clients is including an "Other" choice when it comes to dropdown questions (e.g. Referred to, Referral Source, Area of Interest, etc.). If "Other" is selected, then conditionally show a text field that can be populated. For some, this works for the solution, but then others will make a monthly task of updating the original dropdown with options used in the text field. Additionally, you would be able to trigger a workflow and internal email notifications if "Other" is selected on one of those properties.

Best regards,

Ryan Johnson Operations Manager Venn Digital Marketing HubSpot Platinum Solutions Partner Create a HubSpot Signature

[andrewzistler · Accepted solution]

Hey @MStevens11!

Sadly, I don't think there is a native way to accomlish an alert on property creation - though there is a solution with some Google Sheets App Scripting if you are / have access to a developer. It should be relatively simple, so you might be able to scrape by with AI assistance. (How-to at the bottom)

But, before you go that route, I first would strongly reccomend reconsidering allowing all users to create properties. This will result in duplicate properties at minimum, and at worst badly jumbled, non-standard data firing workflows accidentally.

I deeply understand your desire to empower users - but trust me, even if you're reviewing new properties on a daily basis, things can (and will) get out of hand quickly.... especially if they start editing them. I cannot tell you how many portals I've audited that were a tangled mess due to wonton property creation, and the cleanup will take a lot more time than just doing it yourself in the first place.

That said - if minimum, if you do decide to go this route, consider requiring users to request and recieve approval before creating or editing a property.  There should also be an SOP in place whereby the users follow a property naming and description convention too.

How to Recieve an Alert When a HubSpot Property is Created:

With that giant disclaimer out of the way - the only way to track new property creation that I'm aware of would be to have an external database track changes using the HubSpot Properties API Endpoints. This could likely be accomplished with a Google Sheets and a custom App Script.

1. Set the Apps Script to fire once per day, and perform a GET request the HubSpot Properties API, and then populate the sheet with any all properties.
   • Using the HubSpot API
   • Read All Properties API Endpoint Documentation
   • Google Sheets App Scripting Documentation
     
     
2. When a new property/row is added, the Apps Script should POST to the HubSpot Contact's API, and update a custom switching property on a dummy Contact record you created for this purpose.
   
   • HubSpot Contact API Documentation
     
     
3. Create a workflow so that when that custom property switch is updated, you get an email alert. In the email alert, add a link to the Google sheet Then have the workflow reset the switch. 

I hope all that helps! Cheers!

[franksteiner79 · Accepted solution]

Hi @MStevens11 

As far as I know there isn't a way to do this.

Also from nearly 10 years experience working with HubSpot and looking at ~100 HubSpot portals, I implore you - lock down property create access to as few people as possible. 

User might complain, but I rather have a fewer people create properties as it makes managing data and data quality a lot easier.

Frank