Creating a Deal Engagement Metric Using Custom Datasets

[yuvisharma]

Hi HubSpot Community,

I’m looking to create a deal engagement tracker in HubSpot and could use some guidance from those with experience in this area. Ideally, I want to develop a custom dataset calculation that allows us to evaluate deals based on their engagement levels.

Here’s what I’m aiming for:

• Engagement Metric: We want to measure engagement as a ratio of responses to touchpoints (e.g., emails sent, meetings, etc.). For example, a deal with low engagement might have a ratio of 1 response per 4 touchpoints. Can you suggest any other approaches, such as using a percentage or custom properties (e.g., high, medium, low) to represent this engagement metric?
• Custom Dataset: We’d like to use HubSpot’s custom dataset capabilities to create a score that reflects this ratio.

I’ve checked out the HubSpot Knowledge Base on creating and using datasets, but I’m still unsure how to set this up specifically for engagement scoring.

Questions:

1. How can I create a custom dataset calculation to track deal engagement like the one described?
2. Are there any specific formulas or methods within HubSpot that would be useful for this kind of calculation?
3. What are some best practices for setting up and visualizing these engagement scores in HubSpot?

Any insights, examples, or resources you can share would be greatly appreciated!

Thanks in advance for your help 🙂

[trevordjones]

Hi @yuvisharma and thanks for the tag @kennedyp ,

I don't think I would use a dataset for this one. What you need are a good set of custom properties on the deal that you can use for activity reporting.

I would start with creating number properties on the deal record for:

• Number of Emails Replied (Number)
• Number of Emails Sent (Number)
• Number of Calls Attempted (Number)
• Number of Calls Completed (Number)
• Number of Meetings Scheduled (Number)
• Number of Meetings Completed (Number)
• Total Activities (This would be a calculation property that sums up calls attempted, meetings scheduled, and emails sent.)
• Total Completed (This would be a calculation property that sums up calls completed, meetings completed, and email replies.)
• % Completed (Calculation of Total Completed / Total Activities)

You'll also need date properties for the last time each of these activities is completed. 

Now, you can use two workflows to count up each property.  For example:

1. Contact Workflow:  When Last Email Replied Date is Known, Copy Property Last Email Replied date to Deal Property Last Email replied Date.
2. Deal Workflow: When Last Email Replied Date is Known, Increase the Value of Emails Replied by 1.

Re-enrollment should be on in both cases.

Unfortunately you need the two step process because it is not currently possible to increase a value on a deal property using a contact workflows, and you can't re-enroll deal workflows based upon another object.

From here, you can build a simple single object report to report on the data you are looking for.

[yuvisharma]

Hey @trevordjones, thanks a lot for the suggestion, really appreciate it. Quick question – while setting up the contact-based workflow, how can I find those date properties to copy on the deal level:

• Last Email Replied Date
• Last Email Sent Date
• Last Call Attempted Date
• Last Call Completed Date
• Last Meeting Scheduled Date
• Last Meeting Completed Date

I've created these properties on the deal level but I didn't find any similar properties on the contact level that I could use to populate the properties above. Without that, I am unsure how to proceed with copying these dates to the deal properties. Could you please guide me on how to locate or create the corresponding contact properties to ensure the workflows function correctly?

Thanks in advance for your help!

[trevordjones]

Hi @yuvisharma ,

Great quesiton! Not all of those properties are HubSpot Defailt Properties, so you will need to create a custom property with the date picker type and use a workflow with an event trigger to date stamp them, like this: 

If you don't care so much about being as granular with your activities, you could possibly use Number of Sales Activities as the total activities as the total activities and then just build a single counting workflow that counts total completed activities which would definitely be easier.  On the other hand, if it were me and I was doing this project, I would want to plan for analyzing the differnece between email, calls and meetings when it comes to close rates.

 

[yuvisharma · Accepted solution]

Thanks for the input, @trevordjones! We finally found a workaround by creating contact-based lists with activity properties as filters and using them as enrollment criteria in the workflow 🙂

Best regards,
Yuvi

[kennedyp]

Hi @yuvisharma! Welcome to the HubSpot Community and thanks so much for your post. 

It sounds like you want to create some custom engagement data to track your client responses. You are on the right track to create custom properties and reports. This way you can use these datasets to analyze the engagements whollistically. 

All of this said, I would love to invite some of our experts @trevordjones and @ChrisoKlepke for some additional insight! 

Best, 
Kennedy