Deal Flow - Associating Forms to a specific deal

[HubSpotMaster]

Use Case:

We are selling insurance contracts and have 4 step process that the customer must complete for a deal to be considered closed-won. I am attempting to set it up so when the basic information form gets completed a new deal is created (Easy with Workflows) and then the subsequent form submissions related to that deal move it along the stages.

Goal: A user clicks to sign up on our website and goes through the 4 steps sign up process. Step 1 Creates the deal when Form 1 is submitted, Step 2 moves it stage 2 when form 2 is submitted etc. 

Challenge: After the first form is submitted how we associate the next 3 submissions to the same deal? 

• Basic Information – Form #1
• Contract information – Form #2
• Sign Contract – Form #3
• Checkout – WooCommerce Complete

Questions:

1)  Is this possible without custom integration?  Happy to create a small engagement to discuss.

Note: All forms are created in Gravity Forms and the Shopping Cart is WooCommerce.

[MFrankJohnson · Accepted solution]

Your use case is pretty straight forward. However, the step-by-step is not trivial.

- Steps 1 & 2 -- Should be able to move deal stage based on form submission, list membership, or any other criteria you set around a specific contact. (important)

- Step 3 -- Signature typically implies digital signature. If eSignature is what you mean you'll want to use an integration. We like HelloSign.
If you're using a simple form submission, treat the same as step 1.

- Step 4 -- Checkout tracking against a specific contact will either require a WooCommerce integration (there are a few options here) or a Zapier-like cloud-based connector tool.

Finally, you might be able to implement the above using a lower tier of HubSpot. However, we've only ever built similar solutions using HubSpot Enterprise.

[gsemple]

Hi there Frank,

Thanks for the tips. In our case it is possible that we would have more than one deal for a contact. We would want to send the contact a form from a deal workflow and when they submit a response, have it only move the deal that the form was sent from. 

Otherwise it moves 'all deals' to the stage we specify. We can't use association labels as it isn't yet possible to set association labels in workflows.

I know there might be a work around with Zapier etc but would just love to try and do it in hubspot only. Also if it helps we're using Gravity Forms on Wordpress rather than hubspot forms currently.