Association labels

[SBandara]

Hey everyone, I'm not sure HubSpot currently supports what I'm looking to do, but I thought I'd bring it here in case anyone has run into this. 

In our CRM we have specific association labels for contacts. Is there a way to set up a workflow or report that would alert our team if we do not have a specific association labeled contact at a company?

For example, if I have a deal/company/contact that doensn't have a Preferred conatct associated, I'd like to be able to automate sending an alert to the team to let them know they need to add that into the contact/company and deal record. 

Any help is appreciated

Thank you.

[karstenkoehler · Accepted solution]

Hi @SBandara,

HubSpot isn't very good at filtering for things that don't exist – but typically one can work around that with lists or filters.

One approach could be to create a list of all companies who are associated to a contact that have the matching label. You could then create another list of companies or a filtered view of companies that are not on this list. These would be the ones that are missing such a contact. A filtered view could be displayed dynamically per company owner, so that every user would see their companies missing a contact with that label.

Alternatively, in a company-based workflow this can be solved with a simple AND/OR logic branch. Enroll all companies, then add a branch. In the branch, again filter for the company being associated with a contact and a matching label. This branch will not have any following actions. All companies that enroll and go down the 'None met' branch are missing a contact with that label. In this 'None met' you would set up the notification.

Depending on how many companies you have, this might trigger a lot of notifications – so make sure that enrollment is limited to companies that have an associated deal, that are being worked (e.g. by Lifecycle stage) or of a certain age (see my screenshot filtering for create date).

Best regards!

[Lucila-Andimol · Accepted solution]

Hey @SBandara 

I think the easiest way is to make a list with notifications.

Then you can have a report of all the companies that doensn't have a Preferred contact associated.

THe 3rd option 'd be to have a custom workflow to automate sending an alert to the team to let them know they need to add that into the contact/company and deal record, as this cannot be done easily with standard workflows.

hope this helps

[karstenkoehler · Accepted solution]

Hi @SBandara,

HubSpot isn't very good at filtering for things that don't exist – but typically one can work around that with lists or filters.

One approach could be to create a list of all companies who are associated to a contact that have the matching label. You could then create another list of companies or a filtered view of companies that are not on this list. These would be the ones that are missing such a contact. A filtered view could be displayed dynamically per company owner, so that every user would see their companies missing a contact with that label.

Alternatively, in a company-based workflow this can be solved with a simple AND/OR logic branch. Enroll all companies, then add a branch. In the branch, again filter for the company being associated with a contact and a matching label. This branch will not have any following actions. All companies that enroll and go down the 'None met' branch are missing a contact with that label. In this 'None met' you would set up the notification.

Depending on how many companies you have, this might trigger a lot of notifications – so make sure that enrollment is limited to companies that have an associated deal, that are being worked (e.g. by Lifecycle stage) or of a certain age (see my screenshot filtering for create date).

Best regards!