Two Connected Forms Creating Two Contacts But Associated with One Deal

[KWeir6]

The scenario: We are a medical practice that gets patients sent to us from other medical practices (partners). We want to allow partners to submit patients to us online via Hubspot Forms. 

Why? 

1. We want form submissions (new patients) to automatically create deals and add them to a pipeline. (accomplished via workflow)

2. We want form submissions from "form 1" to create a contact for the partner. (accomplished via workflow)

3. We want form submissions from "form 2" to create a contact for the patient. (accomplished via workflow)

Currently, "form 1" collects the partner name, phone, email. Then, once submitted, they automatically get directed to the next form, "form 2" to input the patient information. 

What we need help with: 

1. We can't figure out how to create a workflow that links the 2 contacts that are created (partner & patient) from these 2 forms to the one deal. 

2. We also can't figure out how to send an internal email with the information from both forms. 

[karstenkoehler · Accepted solution]

Hi @KWeir6,

There is a workflow action to establish associations between records:

This does however require a shared value in a single-line text property. Not looking at this feature specifically, this is also intuitive: How would HubSpot know that two records are related if there isn't anything on those records telling HubSpot about that relationship?

You would have to make sure that all involved records have a field in which they share the same value – you can then apply the action above.

Also keep in mind, especially with medical information, that as per HubSpot policies, information like below can only be stored as sensitive data in HubSpot:

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• Health data / For example, fitness information, wellness information and sensitive health information of individuals subject to GDPR. 

• Protected Health Information (PHI) subject to the Health Insurance Portability and Accountability Act (HIPAA)). This includes health information in the US such as patient information, provider information and medical history.

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Sensitive data is an Enterprise feature: https://knowledge.hubspot.com/properties/store-sensitive-data

Best regards