Associating Notes to custom objects

[CClark3]

Hello,

We have created a custom object called Sales Play which we need to be able to capture the most recent note in case its captured in the note section. We have a similar workflow built for deals and contacts where if a note is left a workflow copies over to the most recent note field on the deal. The problem I'm running into on our custom object(Sales Play) is that their is no last activity date field that correlates to the notes. Is there a workaround for this? or any way I can get the notes and custom objects associated?

[CClark3]

Yes I'm referring to acitvity/engagement. I just went through this and added but it still does not allow me to create the worflow that will copy the note activity on to the deal level. 

[karstenkoehler]

@CClark3 what do you need the workflow for if a newly created note is automatically associated to a sales play? (as per the automatic association rules)

Are you creating these notes via workflow? If yes, you can establish the association right in that action. Are they created manually? If yes, there is no default workflow action that would extend associations simply because there aren't any note based workflows. This would require custom development. I do however not think that that's not required as the person creating the note could simply associate it to the sales play during creation. If I'm missing context, could you please elaborate?

[karstenkoehler · Accepted solution]

Hi @CClark3,

Where exactly is the note captured? Are you talking about an note activity/engagement? If so, you can set up automatic association rules: https://knowledge.hubspot.com/object-settings/configure-automatic-activity-associations

Also, the person logging the note should make sure that, when logging, they pick the correct corresponding sales play.

If you're referring to a note property, then you could look into a sync property: https://knowledge.hubspot.com/properties/create-sync-properties

If that for some reason does not work, you could create a workflow, yes. It depends on which record the note is populated on. For example, let's assume the note field is on the deal object, you'd do the following:

1. Create a deal-based workflow
2. Re-enroll deals based on 'When filter criteria is met' > 'Note is known'
3. Use edit record to copy value from deal object into sales play object note field

Best regards!