Creating actionable tasks from Reports

[Alagappan]

Hello,
We are creating a sales report that brings to notice deals that have had no update for the last 30 days. These in particular are largely due to inaction from the sales team. We are looking for a way to bulk-select the records in the report and assign a task to the respective deal owner like how Sales Force offers. Currently, there is no provision to select the records en masse from a report without creating a workflow. 

[AAhmed45]

To create actionable tasks from reports, start by thoroughly analyzing the report’s key findings and data points. Identify the core issues or opportunities highlighted. Translate these insights into specific, achievable tasks. For each task, define clear objectives, assign responsible team members, and set deadlines. Use project management tools to track progress and ensure accountability. Break down complex actions into smaller, manageable steps. Prioritize tasks based on their impact and urgency. Regularly review and adjust the tasks as needed to reflect any new insights or changes in priorities. This structured approach transforms reports into practical, goal-oriented action plans that drive results.

[karstenkoehler]

Hi @Alagappan,

That's correct, you cannot create tasks directly from a report. Instead, you would replicate the filters you have used to identify these deals as filters on the index page (Menu > CRM > Deal) or as enrollment criteria in a deal-based workflow, where you can then create tasks in bulk:

https://knowledge.hubspot.com/tasks/create-tasks

I would recommend creating a deal-based workflow that enrolls deals where, for example,

Last activity date is more than 14 days ago AND Next activity date is unknown AND Close date is more than 0 days from now

OR

Last activity date is more than 14 days ago AND Next activity date is unknown AND Close date is unknown

... then create a task or send a notificiation to the deal owner.

Best regards!

[Alagappan]

Hello,

A follow-up question: I have set up the deal-based workflow with a delay trigger to recheck if the modified date has changed before triggering an escalation email. However, I was wondering if creating a task will be considered as an activity and automatically the last modified date would become today when the deal enrollment happens. Because in that case, a deal will exit work-flow without the sales person having done any entry.

[karstenkoehler]

@Alagappan the Last modified date is "the most recent date that any property on a deal was updated." It does not include tasks.

Let me know if you have any follow-up questions! If my replies answered your questions, please mark them as accepted solutions. I'd really appreciate it.

Have a great day!

[Alagappan]

Hello,

We are seeing a change to the property ' last modified date when tasks are created and also when work-flow is triggered. In the property history, these are showing up as HubSpot Processing. I had taken out tasks and created an in-app notification alert in a new work-flow. Unfortunately, the same has happened there as well impacting the last modified date and ending the work-flow.

[karstenkoehler · Accepted solution]

@Alagappan my apologies, the task updates the last activity date which in turn updates the last modified date. Generally, I'd recommend staying away from the last modified date as it's not very reliable.

Why are you checking the last modified date, instead of creating a branch that checks again the enrollment criteria?

[Alagappan]

Thank you, that's what I ended up with as well. The deal based work-flow was much more seamless to set up.