how to add a link to a new contact record in an internal email notification?

[t-tlg]

I'm trying to setup a workflow that sends my internal sales team an email notification when a new lead submits a form.

In the internal email, I want to include a link to the new contact record that's created upon form submission so they can click on it to access the new contact in hubspot.

I can't seem to find a way to include a link to the new contact record in the workflow / email builder.  I would think this would be super easy or already built into the system - I must be missing something? or is there some easier way I'm missing? I see an option for in-app notifications but I don't think my users are using the app and might miss stuff if it only shows inside of hubspot in the browser.

thanks!

[karstenkoehler · Accepted solution]

Hi @t-tlg,

If you use the "Send internal email notification" workflow action, HubSpot will automatically include a button at the end of the email that leads to the contact record:

If for some reason that isn't sufficient, here's another method to generate a link to the contact record:

1. Open any contact record
2. Copy the URL from the address bar of your browser
3. Paste the URL wherever you want to use it
4. Replace the last number with a personalization token for "Record ID"

This will now generate a dynamic link that looks up the record ID of the contact.

Best regards

[karstenkoehler · Accepted solution]

@t-tlg this is what you're referring to, correct?

Can you confirm that chose the right team and that there team members in this team?

Have you checked the workflow actions log? https://knowledge.hubspot.com/workflows/understand-your-workflow-details-page – was your record even enrolled?

Generally, I prefer setting up notifications from workflows as you can filter workflows for this actions on the workflow index page. Submissions to individual users are "hidden" in each individual form and a pain to change at scale because you need to check every form.

[t-tlg]

I was able to work this out via a setting on the form itself in form options - Send submission notifications to "my hubspot team" (this is a team I setup in hubspot).  This sends the auto hubspot email with the contact record link included, which is what I needed.

In the actual workflow, it is not sending anything, even though the workflow is set to send the internal email notification to the same team after form submission. I tested this by removing the Send submission notifications to "my hubspot team" from the form itself and submitting the form.

It shows an error message on the workflow "Unable to send because no recipients were found" even though it set to send to the same team.

I'm guessing that I don't need the workflow if the form itself is sending the notification, but I would still like to know why I'm getting the error message and why it's not working, and what the difference is between setting this on the form itself or in a workflow (the workflow is simple, 1 if form is submitted, 2 send internal email notification).

thx!

[karstenkoehler · Accepted solution]

@t-tlg this is what you're referring to, correct?

Can you confirm that chose the right team and that there team members in this team?

Have you checked the workflow actions log? https://knowledge.hubspot.com/workflows/understand-your-workflow-details-page – was your record even enrolled?

Generally, I prefer setting up notifications from workflows as you can filter workflows for this actions on the workflow index page. Submissions to individual users are "hidden" in each individual form and a pain to change at scale because you need to check every form.

[t-tlg]

thx so much for your help!

yes I would prefer to set the notification in the workflow instead of on the form. i basically want the exact same functionality that happens when it is set on the form (hubspot auto email to my team when the form is submitted).

yes that is the setting, and yes i can confirm the correct team is selected. if that same team is selected on the form it works, but on the workflow it doesn't.

i do see an error on the workflow but not sure how to correct it.

this is the error and these were my test form submissions.

and this is the actual workflow

[karstenkoehler · Accepted solution]

@t-tlg if you're 100% sure that for team has at least one team member, then I'd recommend reaching out to HubSpot support as this seems to be a bug.

[STierney]

Hey @t-tlg - thanks for following up here!

I'd like to re-tag @karstenkoehler to see if he has any insight on this behavior!

Shane, Senior Community Moderator

[karstenkoehler · Accepted solution]

Hi @t-tlg,

If you use the "Send internal email notification" workflow action, HubSpot will automatically include a button at the end of the email that leads to the contact record:

If for some reason that isn't sufficient, here's another method to generate a link to the contact record:

1. Open any contact record
2. Copy the URL from the address bar of your browser
3. Paste the URL wherever you want to use it
4. Replace the last number with a personalization token for "Record ID"

This will now generate a dynamic link that looks up the record ID of the contact.

Best regards

[warrendavey]

@t-tlg Great question!

This "Read More" button actually already exists.  The email includes a "View in HubSpot" button that users can click on.  It relates directly to the contact.  Therefore, you don't need to create any fancy URLs. HubSpot automatically does it for you.

 

[t-tlg]

Thanks! How do I use that email template in my internal email notification?  In my workflow at the internal email notification step, it's prompting me to create the email from scratch (subject and body fields).  Thx again

[warrendavey]

Yeah, the Subject is yours to choose - So you can tell them what it is
related to and the body is the same. The example you saw is what I made.
Easy and simple. It formats with HubSpot formatting, but the text is yours.
Some of it is direct system text and buttons that you can't change.