Limit Deal creation based on property values

[CAdams21]

We currently require sales to create a Lead before creating a Deal for a new customer.  Users are prompted to create a Deal when the lead reaches SQL stage.  I would like to prevent the deal being created unless a property has a specificed value - not just that the property is filled in.  This is needed because it's not currently possible to restrict edit-access to a Lead property.

If this has been asked before or is already an Idea, please point me in the right direction.

Thanks

Clare

[Josh · Accepted solution]

Hi @CAdams21, 

As you described this, it's not possible as you can't require a specific value on a property before a deal can be created, even if that property itself is required to be filled in. Here are a couple of workarounds:

•  If a deal is created and the property DOES NOT match the one you're requiring, use a workflow to put this in a different stage or status (something like unapproved) and then send a notification and task for the rep to address the issue. 
• Have the system create deals for you by using a workflow. In this case, the rep wouldn't create the deal manually. You would use enrollment criteria based on the requirements you specified above, and when those criteria are met, your deal is created. At that point, it assigns the deal to the person who owns the lead/contact and they are notified their deal exists.
• Have a KPI that is reviewed that tracks the number of "ineligible" deals and surfaces those deals to a dashboard. Set expectations for the team that the KPI must be lower than X. You can gamify this if you have a competitive team...lowest count of ineligible deals wins, provided they are still meeting their other requirements.

Hope this helps!

Josh

[himanshurauthan · Accepted solution]

Hey, @CAdams21 

Although HubSpot doesn't allow hard restrictions on Deal creation based on Contact property values, you can use a 'validation workflow' to flag inappropriately created deals. 

So, started by creating a validation workflow with the following conditions: 

1. Trigger: When a Deal is created.
2. Enrollment Criteria:
   • Associated Contact's lifecycle stage = SQL (or any relevant trigger).
   • AND Contact property = NOT the specific value you require.
3. Actions:
   • Send internal notification to the Deal owner or admin.
   • (Optional) Add a custom Deal property like "Invalid Creation" and set to "Yes".

[Josh · Accepted solution]

Hi @CAdams21, 

As you described this, it's not possible as you can't require a specific value on a property before a deal can be created, even if that property itself is required to be filled in. Here are a couple of workarounds:

•  If a deal is created and the property DOES NOT match the one you're requiring, use a workflow to put this in a different stage or status (something like unapproved) and then send a notification and task for the rep to address the issue. 
• Have the system create deals for you by using a workflow. In this case, the rep wouldn't create the deal manually. You would use enrollment criteria based on the requirements you specified above, and when those criteria are met, your deal is created. At that point, it assigns the deal to the person who owns the lead/contact and they are notified their deal exists.
• Have a KPI that is reviewed that tracks the number of "ineligible" deals and surfaces those deals to a dashboard. Set expectations for the team that the KPI must be lower than X. You can gamify this if you have a competitive team...lowest count of ineligible deals wins, provided they are still meeting their other requirements.

Hope this helps!

Josh

[CAdams21]

Thanks Josh.  That's given me some ideas. i will probably simply create a workflow that sends an email to the deal owner and their manager for any deals created that don't meet the criteria.  Hopefully, HubSpot will soon introduce the ability to restrict access on Lead properties as this would also resolve the issue.

Thanks
Clare