CRM

PhilThomas
Participant | Platinum Partner
Participant | Platinum Partner

Triggering a workflow every time a note is added to an object

SOLVE

We're attempting to create a workflow that triggers every time a note is added to an object. The issues we're currently experiencing are:
1) 'Activities' can only be used to trigger a workflow initially, and cannot be used for re-enrollment. 
2) 'Last Activity Date' will only ever enroll the object into the workflow once a day, and we need the workflow to run for every note added.

Are there any possible workarounds to accurately enroll objects into this workflow each time a note is added?

1 Accepted solution
PhilThomas
Solution
Participant | Platinum Partner
Participant | Platinum Partner

Triggering a workflow every time a note is added to an object

SOLVE

To anyone that stumbles upon this thread seeking a solution to a similar issue, we've managed to find the property that solves the issue. 

 

"Number of Sales Activities" increments by 1 every time an activity is logged against an object record. Using this as a workflow event trigger, allowing re-enrollment, and specifying whether it's "known" triggers each time an activity is added!

 

PhilThomas_0-1701259104754.png

 

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5 Replies 5
PhilThomas
Solution
Participant | Platinum Partner
Participant | Platinum Partner

Triggering a workflow every time a note is added to an object

SOLVE

To anyone that stumbles upon this thread seeking a solution to a similar issue, we've managed to find the property that solves the issue. 

 

"Number of Sales Activities" increments by 1 every time an activity is logged against an object record. Using this as a workflow event trigger, allowing re-enrollment, and specifying whether it's "known" triggers each time an activity is added!

 

PhilThomas_0-1701259104754.png

 

karstenkoehler
Hall of Famer | Partner
Hall of Famer | Partner

Triggering a workflow every time a note is added to an object

SOLVE

Hi @PhilThomas,

 

How are you determining whether the activity that was added was in fact a note?

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

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PhilThomas
Participant | Platinum Partner
Participant | Platinum Partner

Triggering a workflow every time a note is added to an object

SOLVE

In this particular use case we didn't need to identify whether it's a note, we just needed a workflow to trigger whenever a note was added.

 

The actual workflow utilises custom code modules that obtain the "hs_note_body" values for all notes on a contact, then checks if the string values contain any text that matches a specific RegEx statement. If no matches are found it ends, or if any matches are found it modifies the "hs_note_body" values for those notes and updates them.

karstenkoehler
Hall of Famer | Partner
Hall of Famer | Partner

Triggering a workflow every time a note is added to an object

SOLVE

Hi @PhilThomas,

 

Not in a way that is 100% satisfactory, but you can get close:

  1. Create a contact / company / deal based list
  2. Filter for activity type note and activity date is less than 1 day ago
  3. Re-enroll contacts into workflow based on list membership

This means that only one enrollment can occur per day so it's a bad solution when there are more than one notes per day, a good solution if it's typically one max.

 

Best regards!

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

Did my post help answer your query? Help the community by marking it as a solution.

PhilThomas
Participant | Platinum Partner
Participant | Platinum Partner

Triggering a workflow every time a note is added to an object

SOLVE

Thank you Karsten!

 

You're absolutely right, ideally we'd be able to trigger the workflow each time a note is added. Unfortunately the client may add multiple notes to an object per day, all of which need to trigger a workflow. 

 

Hopefully one day in the future workflows will be able to use associated objects as re-enrollment triggers. Fingers crossed.

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