Copy property of and original deal to a renewal deal

[EmilyHanMo]

Hi,

I have a question about copying a property from an original deal to its renewal deal.

In our company, when a deal is marked as Booked, a renewal deal is automatically created through a workflow. For example, if the original deal is named 12345, then once 12345 is booked and enrolled in the workflow, a renewal deal called Renewal – 12345 is created, and several properties are copied over from the original deal.

After a deal is booked, our team begins the product setup for the client, which usually takes 1–2 weeks. Once the setup is completed, they fill in a property on the original deal called “Setup Complete Date.”

What we would like to achieve is the following:
When the “Setup Complete Date” is populated on the original deal, automatically copy that value into the renewal deal. This way, when viewing the renewal deal in the future, we can always see when the product was initially set up for the client.

Could you please advise how we can accomplish this using a workflow?

Thank you very much for your help!

[karstenkoehler · Accepted solution]

Hi @EmilyHanMo,

In the create record action, you can send through any field values you'd like:

Best regards

[karstenkoehler · Accepted solution]

@EmilyHanMo in that case, I'd recommend creating and applying an association between the deals.

You could then create a workflow that enrolls the (source) deal when the date field is known, then uses the 'Edit record' action to copy to the target deal, based on the deal association.

Would that work?

[karstenkoehler · Accepted solution]

@EmilyHanMo exactly - the association between source and target deal can be established as part of the "Create record" action. But correct, it has to be a separate workflow.

[karstenkoehler · Accepted solution]

@EmilyHanMo click into the date field and the left sidebar should expand to the right, allowing you to select the source field 🙂

It's unintuitive and I can assure that you're not the first person to get stuck here 😄

[karstenkoehler · Accepted solution]

@EmilyHanMo if there's a shared value in both deals that you want to associate (e.g. the same value in any deal property) and one of the deals can clearly be identified as the original deal, then yes. You would enroll the original deal in a workflow, then use the "Create associations" workflow action or the action to apply association labels.

If not, then no - this would be a manual effort, unfortunately.

For deals from now, you could simply apply the label as part of the "Create record" action.

[karstenkoehler · Accepted solution]

@EmilyHanMo you would have to branch before the deal creation to check if the enrolled deal is the original or not. If yes, apply the original label. If not, apply the renewal label. However, this could be a bit messy as you then have deals with the pair label original<>renewal and some with renewal<>renewal.

You might have an easier time simply adding this info to a deal property and showing it on the deal card.

(If you found my replies helpful, please help me and other community members by accepting them as solutions 🙂 )

[karstenkoehler · Accepted solution]

@EmilyHanMo right, yes - then a branch it should be to apply different labels depending on whether it's the original or just a renewal.

[JohnMaret · Accepted solution]

@EmilyHanMo EmilyHanMo hey there! Just a quick side note and an alternative option to consider - if you're open to using a third-party app, you might want to take a look at the CloneNer app. It’s HubSpot-certified and very well-received by the HubSpot community.

It offers a lot of flexibility and a powerful feature set for managing renewals, copying properties, handling associations, templates, and more. Definitely worth a quick test-drive if you’re looking for something that reduces workflow complexity and gives you more control.

[karstenkoehler · Accepted solution]

Hi @EmilyHanMo,

In the create record action, you can send through any field values you'd like:

Best regards

[EmilyHanMo]

Hi Karsten,

Thank you very much for your quick reply. I know that we can copy properties from the original deal to the renewal deal in the same deal creation workflow. So when a renewal deal is created, some properties are copied from the original deal. 

But the thing is when the renewal deal is created, we don´t have the property "set up complete date" filled yet. Maybe 2 weeks later, our colleagues will fill in the "set up complete date" property, but the renewal deal workflow would have finished. 

[karstenkoehler · Accepted solution]

@EmilyHanMo in that case, I'd recommend creating and applying an association between the deals.

You could then create a workflow that enrolls the (source) deal when the date field is known, then uses the 'Edit record' action to copy to the target deal, based on the deal association.

Would that work?

[EmilyHanMo]

OK, so you mean, I need to create association between the source deal and the renewal deal? And then create another workflow to copy the property from the source deal to the renewal deal?

[karstenkoehler · Accepted solution]

@EmilyHanMo exactly - the association between source and target deal can be established as part of the "Create record" action. But correct, it has to be a separate workflow.

[EmilyHanMo]

Hi Karsten,

Now I am trying to create this workflow. 

The enrollment criteria is when the "customer set up complete date" is known. 

Then the next step is "edit" record. So I want to edit the associated deal´s "customer set up complete date", and make it the same as the source deal. But I don´t know how to do that, it seems it only allow me the put a specific date or put the date when the workflow is completed? could you help me with this?

Thank you!

[karstenkoehler · Accepted solution]

@EmilyHanMo click into the date field and the left sidebar should expand to the right, allowing you to select the source field 🙂

It's unintuitive and I can assure that you're not the first person to get stuck here 😄

[EmilyHanMo]

Oh! That´s true!! I can select to set it as the value in the source deal! That´s great! Thanks!

Another question. Actually, I am just trying out with the association lables. But we have never used associations lables before. So the renewal deals are not associated with the original deals with the association lables... 

Is there any other way to do this without using association lables? (Just in case our colleagues are not ready to at association lables yet). And if they are willing to use association labels, is there a way to quickly label all the renewal deals with their original deals?

Thank you so much!

[karstenkoehler · Accepted solution]

@EmilyHanMo if there's a shared value in both deals that you want to associate (e.g. the same value in any deal property) and one of the deals can clearly be identified as the original deal, then yes. You would enroll the original deal in a workflow, then use the "Create associations" workflow action or the action to apply association labels.

If not, then no - this would be a manual effort, unfortunately.

For deals from now, you could simply apply the label as part of the "Create record" action.

[EmilyHanMo]

Thank you so much! I understand. So I need to suggest my colleagues to start using association lables in order to be able to use that workflow to copy "customer set up complete date" from the original deal to the renewal deal. 

Regard the association lables, i have another question. When we create a renewal deal with a workflow, there is an option to mark the original deal and the renewal deal with associations lables, let´s say, Deal 12345 and Renewal 12345. So I can select, mark 12345 as "original deal" and mark Renewal 12345 as the renewal deal.

Then, when the deal Renewal 12345 is getting closer to its end date, then we would create a deal called Renewal Renewal 12345 automatically through the same workflow. then in this case, the renewal 12345 will be marked as the original deal and the renewal renewal 12345 will be marked as the renewal deal. However, I would like to have the deal "12345" as the only original deal and all the other renewals are it´s renewal deals. How do you think I can acheive this?

Thank you very much!

[karstenkoehler · Accepted solution]

@EmilyHanMo you would have to branch before the deal creation to check if the enrolled deal is the original or not. If yes, apply the original label. If not, apply the renewal label. However, this could be a bit messy as you then have deals with the pair label original<>renewal and some with renewal<>renewal.

You might have an easier time simply adding this info to a deal property and showing it on the deal card.

(If you found my replies helpful, please help me and other community members by accepting them as solutions 🙂 )

[EmilyHanMo]

I need the association lable because I need it for the other workflow to copy the "customer set up complete date" from the original deal to all the renewal deals... 

[karstenkoehler · Accepted solution]

@EmilyHanMo right, yes - then a branch it should be to apply different labels depending on whether it's the original or just a renewal.

[EmilyHanMo]

Thank you very much!!