Workflow to Enroll Contact in a Sequence based on Deal Property

[Jenny26]

Hi everyone,

We have a renewal pipeline. Each deal in the pipeline has a date property called "Software Expiration Date." We're considering using a sequence to send "renewal reminder emails."

Is it possible to create a workflow that enrolls a deal's billing contact into a sequence when the "Sofware Expiration Date" is 90 days from now? 

Thanks in advance for your help!

Jenny

[karstenkoehler · Accepted solution]

Hi @Jenny26,

I would approach this using two workflows: a deal-based workflow and a contact-based workflow.

The deal-based workflow would re-enroll deals when "Software expiration date is less than 90 days from now".

The first and only action in this workflow would then be the "Set property value" action.

Before you can set this up, you would first create a new custom contact property called, for example, "Renewal reminder trigger", a single checkbox. Using the "Set property value" action, you would check this box on the contact(s) associated to the deal.

In a contact-based workflow, you could then re-enroll contacts when this box is checked and use the "Enroll in a sequence" workflow action. After this action, use the "Clear property value" actoin on the newly created custom property so that, theoretically, it could be checked by a workflow again.

When you set this up for re-enrollment, keep in mind that you would each year send the potentially same sequence – which might not be the best experience for your customers.

Let me know if I should provide more detail for any step!

[franksteiner79 · Accepted solution]

Hi @Jenny26 

What HubSpot subscriptions do you have?

The sequence enrolment trigger is only available in a contact workflow.

However contact workflows have limited date filter options, see below.

Working with a deal workflow would give you better filter options for the date property but no option to enrol in a sequence. But you could simply send an automated email and set recipients by association label. But that requries a Marketing Hub subscription. Have you considered that approach?

Otherwise we could work by setting a contact property (i.e. "upcoming renewal" yes/no), and use that property as an enrolment trigger in a contact workflow.

I hope that helps.

Frank

[Jenny26]

Thank you so much! Great insights here. I hadn't considered a marketing email approach with the association label. Very helpful!

[karstenkoehler · Accepted solution]

Hi @Jenny26,

I would approach this using two workflows: a deal-based workflow and a contact-based workflow.

The deal-based workflow would re-enroll deals when "Software expiration date is less than 90 days from now".

The first and only action in this workflow would then be the "Set property value" action.

Before you can set this up, you would first create a new custom contact property called, for example, "Renewal reminder trigger", a single checkbox. Using the "Set property value" action, you would check this box on the contact(s) associated to the deal.

In a contact-based workflow, you could then re-enroll contacts when this box is checked and use the "Enroll in a sequence" workflow action. After this action, use the "Clear property value" actoin on the newly created custom property so that, theoretically, it could be checked by a workflow again.

When you set this up for re-enrollment, keep in mind that you would each year send the potentially same sequence – which might not be the best experience for your customers.

Let me know if I should provide more detail for any step!

[Jenny26]

Thank you so much! I think this will do exactly what we need!