Sales Pipeline Automation

[MRodriguez95]

On our website we have the following pages:

/contact/

/thank-you/

On the contact page, you can fill out a form (Gravity Forms) with your info.

After you submit the info you go to the Thank You page. On that page, you have the option of scheduling a call (HubSpot round-robin (RR) calendar).

After you submit a form on the contact page, we have an automation in HubSpot (HS) to create a deal in the LEAD-IN stage of the Sales Pipeline. That works fine.

If you schedule a call on the Thank You page, we want an automation in HS that searches the deals in LEAD-IN, and if there's a name match, it moves the deal to the stage "INTRO CALL SCHEDULED".

The naming convention we use is: [First Name] [Last Name] Deal

We were able to do this using Zapier in PipeDrive (I'm open to using Zapier in HS to achieve if that's what it takes).

I'm open to other ideas on how to acheive this. Thanks.

[Olivia_Bagnall]

@MRodriguez95 Thanks for the extensive detail here!

How about the trigger of contact has filled out form, then an IF/THEN branch to check if said contact already has an existing deal by their name. If YES update the stage of that existing deal to. If NO create a new deal. 

Would this work? 

[MRodriguez95]

Hi @Olivia_Bagnall,

According to HubSpot, that would not work. 

I agree with you that what you proposed should work. In fact, that's essentially what I built in Zapier. 

I'm happy to give you access to my project. I'm not sure if you can PM privately but if you can I'm happy to give you access and pay you for your time.

I've already spent about 36 hours on this and spoken to several HubSpot employees. Only Robert seemed to understand the issue and quickly explained why he deemed my request impossible w/o upgrading to PRO.

Again, I'm happy to give you access and pay you for your time if you think you can crack this with my existing plan.

Thank you for your help @Olivia_Bagnall.

[Olivia_Bagnall]

@MRodriguez95 If Robert had HubSpot told you you would need Ops hub then I would tend to say that he is probably right. I may be oversimplifying your issue in my mind. That being said, I'd be happy to take a look give you second (or fifth) opinion.  Please feel free to book a slot with me here. 15 mins should be good. https://meetings.hubspot.com/olivia-bagnall

[MRodriguez95 · Accepted solution]

Final Update. (DISCLAIMER: I might be wrong in my understanding of the situation. I'm simply explaining what was explained to me by a HubSpot (HS) employee).

I spoke with Robert from HubSpot support. He gave me high-quality feedback.

He explained to me that UNLESS you pay for HubSpot Operations Pro, you will NOT be able to do the OBJECT MATCHING that the automation I want requires.

He explained that with HS Operations PRO I could use JavaScript to achieve what I need (Programmable automation).

As a former developer, I believe that object matching is a core function of any software platform that offers automation as a selling point. I think it's sharp practice on HubSpot's part to intentionally remove this core functionality from their automation unless someone agrees to pay an additional $720 per month.

I'm a PRO client for the following Hubs:

• Sales
• Service
• Marketing

I will not be able to maximize the way in which these HUBS interact with one another without upgrading. I may have chosen a different CRM option had I understood that to connect these HUBS via an Operation Hub in a meaningful way would cost significantly more. 

As a workaround, I'm using Calendly and Zapier. FYI. 

[MRodriguez95]

I think part of the problem is that I don't have an upgraded OPERATIONS plan. I'm on the free version.

I'm on the PRO:

• Sales
• Service
• Marketing

Upgrading to STARTER Operations would give me:

CONNECT TOOLS & SYNC CUSTOMER DATA
Custom field mappings
Custom properties

Do I need custom properties to pull this off in HubSpot?

[Olivia_Bagnall]

Hi @MRodriguez95 when you say 'if there is a name match' are you talking about contact first name and last name? 

If so, and you are collecting an email on the Thank You page form then it should be possible to move the existing deal to INTRO CALL BOOKED using a workflow? 

I would do this in a contact based workflow based on form submission. 

Have you experimented with workflows yet? 

[MRodriguez95]

Hi,

Thank you!

Yes, I have worked with workflows extensively.

I was able to make this work with Zapier + Calendly in HubSpot.

I would prefer to use HS’s native calendar.

ZAPIER:
In Zapier, I have a Zap that searches the existing deals by “[First Name] [Last
Name] Deal”. When it finds it in the LEAD-IN segment, the deal gets updated
to INTRO CALL SCHEDULED (ICS).

HS CALENDAR
Using the HS calendar, I figured that HubSpot could search by email
but email is not in a Deal record (only contact). I think.

With the HubSpot calendar, when a user schedules a call after submitting
the contact form, their info is pre-filled. So the deal name will be the
same: [First Name] [Last Name] Deal.

Bob Smith Deal

Like I said, this works with Zapier.

But I can’t find a way in Automations in HS so that when someone schedules
an appointment after submitting a form, HS matches by deal names and
updates the segment from Lead-In to ICS.

Thanks again.

UPDATE:

I'm in the CONTACT BASED workflow. Here is where I get stuck:

1. Contact Enrollment Trigger: "Has filled out meetings link" (DONE)

2. Create record (Create deal: "[FIRST NAME] [LAST NAME] Deal" (This makes sense to me b/c you have create something to compare it against.

3. If/then: If DEAL NAME matches existing DEAL NAME, then update existing DEAL NAME to "ICS" segment and delete new deal. (As an example).

I do not see a way to execute this sort of conditional logic in HS.

To be 100%: I'm happy to implement this however it works using HS's automations. I just don't think it's possible.  

In the image below, I created an IF/THEN that checks to see if an existing deal has the same name. 

I have no idea if the "is equal to any of" field allows you to use [TOKENS] like I did. 

If not, then I have NO idea how to populate a name for an IF/THEN statement w/o first creating a deal based on the calendar submission and comparing that to an existing deal.