Workflow Trigger based on line items properties

[MarkusHue]

Hi,

we are searching for triggers based on line items properties, but it seems, that there are at the moment not possibilties (not in deal based either contact based workflows). Do anybody have some insights on that for me?

Many thanks for response on that topic!

[MandyDROS · Accepted solution]

Hello Markus! 

You can do this! 

Here is a Loom video I made for you! 

In short, you create a workflow based on a deal if you have Sales Hub Pro or higher and then you can choose line item as the trigger with all of the availabile properties to stack for your trigger conditions!

I hope that this helps! 

[webdew]

Hi @MarkusHue ,

I don't know why aten't you able to see Line items based triggers in workflows. They are available both for contact as well Deal based wfs. check the screenshots below
Contact based wf: 

Deal based wf:

Hope this helps!

If we were able to answer your query, kindly help the community by marking it as a solution.

Thanks and Regards.

[MarkusHue]

Hi Mandy,

many thanks for the video. This helps me out. Now i have to include some relevant custom objects into our product and line items. BR Markus

[MandyDROS]

Let me know how it goes once you get your products in and start making workflows!  Good luck and happy Hubspotting! 

[MandyDROS · Accepted solution]

Hello Markus! 

You can do this! 

Here is a Loom video I made for you! 

In short, you create a workflow based on a deal if you have Sales Hub Pro or higher and then you can choose line item as the trigger with all of the availabile properties to stack for your trigger conditions!

I hope that this helps! 

[JaKalfayan]

@MandyDROS This is fine for triggering, but what if you want that line item trigger, to then copy a value from a line item into a deal? You can't currently do that with this setup. It only shows deal properties to copy from. Any ideas?

[HubDoPete · Accepted solution]

Hi @JaKalfayan 

We solved this by creating a HubSpot App, with a Webhook to detect line_item changes.

The webhook is instant so it can be used to trigger other automations that can receive a webhook.

We've developed an app around it which handles discounts and currencies per line_item, so it's been a useful exercise.

Would that help your situation?

best

Pete

[DianaGomez]

Hi @HubDoPete, hope you are doing well!

Thanks for sharing 🙂

Best,

Diana

[MMorgan4]

Hi Mandy!  Your video was helpful to me.  I'm curious though, how do I get the trigger to happen on a field change?  Let's assume I have a custom field called "Hours".  I'm using "is known" has the operator.  When a user first sets hours, it works great, but if a user updates the hours, the trigger doesn't happen.  Is there a way to get that to work?

[HubDoPete]

Re-enrolment rules might be your problem here.

Line Items cannot be used as re-enrolment triggers

https://knowledge.hubspot.com/workflows/set-your-workflow-enrollment-triggers

[DianaGomez]

Hi @HubDoPete 🙂

Thank you for sharing!

Best, 

Diana

[HubDoPete]

You're welcome Diana 🙂

I saw your question when I was trying to solve the same problem, working out why Line Item, triggers wouldn't re-enrol. I don't have it fully solved as yet. Zapier works well but only in cases when the initial delay is acceptable.

cheers

Pete

[MandyDROS]

Hello Pete!

What is the specific instance where this solution does not work? Maybe I
can help!

[HubDoPete]

Thanks Mandy,

this Marketing/Sales Pro client needs each deal line item automatically updated with the agreed discount % for that customer. 

HubSpot workflows cannot update line items, and line items as a trigger cannot reenrol a deal to a workflow.

Zapier can handle it fine, but as with most Zapier triggers, it's not instant so can be a 2 minute delay. Sales Reps can't sit and wait for line items to update.

if we could detect the line item change and add a row to a Google sheet, then Zapier can instantly trigger from that, to complete the price lookups and edit the line item.

Can you think of a method to detect each new/changed line item for this use case. Or a better way?

cheers

pete

[MandyDROS]

Hello Pete!

Have you considered Ops Hub pro for this solution?

If your client already has SHP and MHP then the bundle may be a great way
to get them the solution that they need with scheduled workflows.

I do like your idea of creating a new Google Sheet row and using that,
although I still think that you may run into the delay issue.

Have you tried calculated properties for a solution?

Another option would be to re-trigger based on another property being
updated on the line item (such as discount %) or on discount % being known
or unknown. Have you explored those options already?

[HubDoPete]

Hi Mandy,

Thanks for your suggestions.

I'm confident that if we create a Google Sheets row, we can act on it without delay - because that Zapier Trigger is instant, not relying on the 1-2min poll loop.

I'd love to add Ops Hub if that could solve it - but the workflow trigger is the problem, regardless of Hub.

Calculated Properties is a good suggestion too - but the lookup of the correct price per customer and product remains.

Relying on changing different properties on line items, to get the workflow to trigger, isn't something we can reliably expect of the sales reps. There is high risk that the workflow will not execute every time.

So at present we're investigating two routes:

1. Custom code to trigger on added/changed line item via HubSpot API, which then POSTs a webhook (which we can instant trigger on for the rest of the tasks already created)
2. Or potentially adding ConfigPricer, a new "headless" CPQ integration we're working on with GleanView. It takes the wicked-smart Pricelist/Rules CPQ engine of GleanQuote and instead of creating a proposal, it feeds the results into a HubSpot Quote. ConfigPricer is brand new so we haven't added it to HubDo Marketplace yet while testing, but it is on HubSpot App Marketplace now. This option looks promising, is a special UI for the sales reps and could negate the need for Zapier and Google Sheets.

cheers,

Pete

[ArielDunn]

Hi Pete!

were you able to get your custom coded option to work? I am currently trying to figure out something very similar and I believe that this is the better option for me as well. I am trying to store the line items in an array, and then for each line item copy demo price to unit price. 

[HubDoPete]

Hi @ArielDunn 

There's no ability today to immediately detect when a line item is added or edited on a deal - the API hooks aren't there for it. So we looked at using another method altogether, effectively a sales rep "Calc Now" button - to tell Zapier to immediately run the pricing sequence.

Yes I see where you're heading, using an array. Unfortunately, the API shortcomings make it hard to create a real-time pricing engine.

Instead, we are running a new setup, adding ConfigPricer from GleanView, to build quotes using conditional pricelists. We already know GleanQuote well, so this is like a 'headless' version of that which still has the smarts, and uses HubSpot Quotes instead of its own proposals engine.

It's adding a lot more value to the sales process than just pricing calculation so it's looking like the best way to go. Good luck supercharging your array! 🙂

cheers

Pete