Creating a property or a product & Product scenarios

[TMD25E]

Hello!

I have a very complex situation here. I'm going to give a bit of context.

I'm trying to set-up HubSpot for a movie production company.

Every year, we submit our films to festivals.

For the process, I created "Festivals" types of Company. I have over 400 festivals datas imported.

I have 4 properties for Festivals.

1. Themes of the Festival (ecology; social; feminist; adventure; etc.)
2. Submission date limit
3. Submission phase: submitted, not qualified; not submitted, waiting for confirmation.
4. Beginning of the festival.

The most important property here is the "Submission phase", and I think I didn't set it up on the correct place.

Now, since we have a lot of movies, I'd like to have the Submission property by film on each Company (Festivals) entry.

So far, I thought about creating Films as Products.

1. Would it be possible to create Products property on a Company sheets and pick "Submitted", "Won the Prize"; "Nominated"; et cetera ?
2. Another question: can I create difference scenarios per Products ? (For example, one scenario would be the Submission; another one would be Distribution in Movie Theaters (track tickets bought for the movie); DVDs sells; etc).

How should I proceed ? Please help! If you have any questions, I'll give as much infos as I can.

I have HubSpot free with a trial. We're considering the Sales subscription and have an appointment in a month to decide with my boss.

Thanks!

[johngillila]

Hi there,

It sounds like you're making good progress in setting up HubSpot for your movie production company. Managing festivals and submissions can indeed be a complex process, but your outlined approach seems like a solid start. Here are some thoughts on how to refine and enhance your setup:

1. Themes of the Festival:

   • You might want to create a dropdown or multi-select property for themes to standardize the data. This will make it easier to filter and segment festivals based on their themes.

2. Submission Date Limit:

   • Ensure this property is formatted as a date type. You can also set up automated reminders or tasks in HubSpot to notify your team as deadlines approach.

3. Submission Phase:

   • Using a dropdown or single-select property for the phase is a great idea. If you're tracking multiple submissions for the same festival, consider using a custom object to represent each submission rather than just the festival itself.

4. Beginning of the Festival:

   • This should also be a date property. You can utilize this to schedule follow-up tasks or even email campaigns if necessary.

[karstenkoehler · Accepted solution]

Hi  @TMD25E,

I'd recommend approaching this from a different angle. I would definitely set up festivals as company records, that makes sense. However I think that deal records are much better suited for the actual submissions, since they go through multiple stages and can eventually win (or lose). The deal (and ticket) objects have this phase logic while companies and contacts are static in that sense.

The festival theme, festival date and submission deadline would be company properties.

The submission process (not submitted yet, submitted, waiting for confirmation, qualified, won, not qualified / not won) would be deal stages. Characteristics like "Nominated" or "Won" could be stored as information in the Closed won reason, a default deal property.

I wouldn't overcomplicate things and try and fit the films themselves into another object. Each film submitted to a festival would be its own deal.

Let me know if you have any follow-up questions!

[SheldonTowne]

Hello!

It sounds like you have a unique and intricate setup. To address your questions:

You can indeed create custom properties for Companies to track the submission status per film.
Films as Products is a good approach. You can add custom properties like "Submitted," "Won the Prize," etc.
You can create different scenarios for Products by using custom properties or creating separate pipelines.

[TMD25E]

Hello!

Thank you so much, you've been very helpful lately!

You're the best.

TMD

[charliebowyer]

Hello Hubspot!

I’m dealing with a complex scenario and could really use some input. Here's the background:

I’m setting up HubSpot for a movie production company that submits films to festivals annually. In this context, I’ve imported data for over 400 festivals and created a custom "Festivals" type of company in HubSpot.

To better manage the process, I’ve set up four properties for these festivals:

1. Themes of the Festival (e.g., ecology, social issues, feminism, adventure, etc.)
2. Submission Date Limit
3. Submission Phase (e.g., submitted, not qualified, not submitted, waiting for confirmation)
4. Beginning Date of the Festival

These properties are critical for tracking and organizing our submissions, but I’m curious if anyone has suggestions or best practices for refining this setup, especially when managing large data sets like this across multiple projects each year.

Would you suggest adding additional properties or restructuring any of this to handle future updates more efficiently? How do you approach keeping track of time-sensitive data like submission deadlines? Any tips on automating parts of this process would be helpful as well!

Thanks in advance for any insights. Looking forward to hearing your thoughts!