Notification when I haven't replied to client on a DEAL
SOLVE
I am trying to set up a notification when a client has sent an email (logged to a deal), and we have not replied to that email in more than 24 hours.
I used these filters but it seems to be still pulling in deals where we have replied to the client's email, potentially because it is using the associated contact rather than the deal.
Anyone know how I can just use the inbound emails on the deal rather than the contact?
You're right that HubSpot's default behavior is to associate emails with contacts, which could be pulling in unrelated replies if those contacts are involved in multiple deals. Here's how you can fine-tune it to focus on email interactions tied specifically to the deal, rather than just the associated contact. It's not the most straightforward, but might get you in the right direction for pulling deal reply information!
Use a Workflow Triggered by Deal Activities: You'll need to focus on deal-specific email activities rather than contact-wide email activity. Unfortunately, HubSpot doesn't provide a direct trigger for "replied or not replied" specific to DEAL-bound emails. However, there are ways to work around this using properties and time-based delays.
Set Up a Custom Property to Track Replies: Create a custom deal property that tracks whether you've replied to a client's email. This could be a manual or semi-automated way to mark whether a reply has been sent.
Go to Settings > Objects > Deals.
Under Properties, create a custom property, e.g., "Reply Status" with options like "Replied" and "Not Replied."
When a reply is sent, the property can be updated to "Replied" via workflow or manually.
Create a Workflow: You can create a workflow that triggers based on email activities linked to the deal. Here’s how to structure the workflow:
Trigger: When an inbound email (from the client) is logged to the deal. You can set up a custom property, like "Last Client Email Date," to capture when the email arrives. This can be automated using a workflow based on logged activities.
Delay: Add a delay for 24 hours.
Branch Logic: After 24 hours, check whether there has been a reply (based on the "Reply Status" property or logged outbound email activity). If no reply is found within that time, trigger a notification.
You're right that HubSpot's default behavior is to associate emails with contacts, which could be pulling in unrelated replies if those contacts are involved in multiple deals. Here's how you can fine-tune it to focus on email interactions tied specifically to the deal, rather than just the associated contact. It's not the most straightforward, but might get you in the right direction for pulling deal reply information!
Use a Workflow Triggered by Deal Activities: You'll need to focus on deal-specific email activities rather than contact-wide email activity. Unfortunately, HubSpot doesn't provide a direct trigger for "replied or not replied" specific to DEAL-bound emails. However, there are ways to work around this using properties and time-based delays.
Set Up a Custom Property to Track Replies: Create a custom deal property that tracks whether you've replied to a client's email. This could be a manual or semi-automated way to mark whether a reply has been sent.
Go to Settings > Objects > Deals.
Under Properties, create a custom property, e.g., "Reply Status" with options like "Replied" and "Not Replied."
When a reply is sent, the property can be updated to "Replied" via workflow or manually.
Create a Workflow: You can create a workflow that triggers based on email activities linked to the deal. Here’s how to structure the workflow:
Trigger: When an inbound email (from the client) is logged to the deal. You can set up a custom property, like "Last Client Email Date," to capture when the email arrives. This can be automated using a workflow based on logged activities.
Delay: Add a delay for 24 hours.
Branch Logic: After 24 hours, check whether there has been a reply (based on the "Reply Status" property or logged outbound email activity). If no reply is found within that time, trigger a notification.