Workflow to create a deal...if it doesn't already exist

[smk]

Hi.  I would like to use a workflow to create a new deal, but I want to test (in the workflow) to see if it exists already before creating a duplicate.

Possible?  How?

Thanks.

[smk]

Karsten and Webdew - thank you both very much for your efforts.  I will work with these suggestions and see if I can solve the problem.

Thanks again.

[karstenkoehler]

Hi @webdew,

I was assuming that there might be different trigger criteria for deal creation in different pipelines. Yes, this could of course be attempted within workflow. My personal preference is to generally create multiple workflows rather than branching logic – for a more modular approach that allows for better troubleshooting and is less prone to error since it's using fewer logical operators (OR, AND).

Best regards

[webdew]

Hi @karstenkoehler ,

We usually try to create one workflow with AND/OR logics or If/Then branch.. makes its easy for clients to understand as they don't have to look for diff workflows for one task. But like your approach too. Easy to troubleshoot workflow with less logics.
Thank You 🙂

Regards.

[karstenkoehler · Accepted solution]

Hi @smk,

You could create a workflow for each pipeline. The pipeline 1 workflow would enroll contacts/companies and then check if there was at least one associated deal in the pipeline 1. If yes, notify sales, if no, go ahead and create the deal. The pipeline 2 workflow would check if there was at least one associated deal in pipeline 2, etc.

However, you couldn't check if you're accidentally creating a deal in pipeline 2 that already exists in pipeline 1.

If that above doesn't really apply, I think that what you're trying to achieve is currently not possible. HubSpot can neither compare two objects, nor is it possible to get more specific than "at least one occurrence". It's simply a limitation of the tool at this moment.

Best regards!

[webdew]

Hi @karstenkoehler , How about not creating a workflow for each pipeline, but set the deal trigger as Pipeline is any of A, B and C ??

[smk]

Karsten, thanks again.  The problem is that we have multiple deals and multiple pipelines.  We could have a deal in another pipeline but not in this one.  Associated deals would be >0.

How would you handle this?

[karstenkoehler]

Hi @smk,

Correct. If you want to only create a deal if that deal would be the first one, this would work. In a contact-based workflow, you could create an if/then branch based on the contact property filter "Associated deals is 0". If it is 0, go ahead and create a deal. If it is not 0, send an internal notification to a sales person to manually check the case.

Hope this helps!

[karstenkoehler]

Hi @smk,

HubSpot will not automatically notice similarities between two records, unfortunately. It's currently not possible to check whether another deal exists with the same deal amount, for example, or the same deal name.

Currently, in a contact- or company-based workflow, before creating a deal record, you could only check if there is "At least one associated Deal" which matches a certain filter (but again, this filter could not be relative to another record). You could then place the deal creation under the "If none of the criteria are met" branch.

Best regards!

[smk]

Karsten - Thanks for this.  This general approach could work if the number of associated deals *in a specific pipeline* =0.  If so, then we could proceed with the workflow to create the new deal.  

Thoughts?  Thanks again.

[smk]

And we're just about to upgrade to Enterprise...is it possible with that?

Thanks again.