Create a workflow based on when a contact visits a page or completes a form

[dwightbailey]

I would like to know how I create a workflow that sends an email notification to a sales repr when their contact(s) visit a web page and/or complete a web form.

[karstenkoehler · Accepted solution]

Hi @dwightbailey,

This is currently not possible, no. HubSpot cannot make the association between the string/text in your Contact owner (use) field and an email address of a user.

If you 100% want to stick with your existing field, you could use the workaround below. I would not recommend the solution below because it might limit flexbility in the future. For each value of your dropdown select property Contact owner (use), you need to create a branch in a if/then branch in a workflow.

IF contact has viewed page OR submitted form

THEN check whether Contact owner (use) is Person 1, Person 2 or Person 3 in an if/then branch

IF Contact owner (use) is Person 1 THEN send internal email notification to person1@domain.com

IF Contact owner (use) is Person 2 THEN send internal email notification to person2@domain.com

IF Contact owner (use) is Person 3 THEN send internal email notification to person3@domain.com

You can see right away that this is more complex than migrating your Contact owner (use) information into a new HubSpot user property and using the workflow shown in the screenshot above.

Let me know if you have any questions!

[Phil_Vallender]

Hi @dwightbailey 

You might not need to use workflows to achieve what you want:

• Reps can opt in to receieve notifications when their leads revisit tracked website pages: Set up lead revisit notifications and
• You can configure forms to send submission notifications to contact owners too: Set up your form submission notifications 

Hope this helps.

[dwightbailey]

Many thanks for this help. Appreciated.

However, I probably should have said, that we use a custom field to denote the contact owner - we don't use the default HubSpot owner field. So we have trouble with the default notifictions working. So, my thinking is to create a workflow that says if a contact visits/downloads, send an email to the person identofied in "custom field xyz".

Does this make sense?

[karstenkoehler]

Hi @dwightbailey,

Is the custom field that you're using to denote the contact owner a HubSpot user property? You can double check by navigating to your Settings > Properties and searching for the property name:

If yes (= if it says HubSpot user below the name, see screenshot above), then a workflow like the one below would work. For the Internal email notification, you can select the HubSpot user property you want this notification to be sent to:

(If your field is not a HubSpot user property (but, for example, a single line text field), you wouldn't be able to achieve what you're looking for. Your first step would be to migrate your owner information into a HubSpot user property. It's a field type just like multiple checkboxes or radio select.)

Hope this helps!

[TRichards]

Hello!

I have an issue similar to the person in this thread. We have contact owner and contact email under different properties.  Can you go further into the process of migrating? I know you can export-then-import data to do that to some extent, but what about when it's two fields that are interconnected, like owner and email? 

Is the goal t be making our sales team into Contacts?

What type of data would the info be, if it's not a text field?

Any extra info is helpful. Thank you!

[CSmidt]

What is the person visits the website multiple times.  Is there a way to send one email intead of multiple each time the contact returns to the website?  I have a delay in place of 1 hour, but even when that hour is up - will the internal email send onec for their multiple view of the webpage or will it send an email for each page view?

[dwightbailey]

Hello and thanks.

The field isn't a HubSpot user field. Its the one named below:

Is it not posisble to set up a custom workflow that says "if a contact visits the website/downloads from a form, send an internal email to the stated contact owner (use)"

Thanks again,

Dwight.