Creating notifications to edit Deal Stage Properties

SOLVE
JRobertshaw
Member

Hi All, 

 

We have a situation where we have a number of stages in the deals process that require information from different team members. What we are hoping is that when a deal moves to a stage, it sends a notification to the sales member to fill in the deal stage properties on that stage. How can we set up this automation and make sure they can edit the properties, at the moment you need to manually drag the deal across to see the deal stage property pop up. Ideally the team member could click a link in the notification and either: 

a) Go to a landing page with form that up dates to the deal (I know we can't link forms to deals, so this won't work) 

b) they click on the link and it opens the deal pipeline with the stage properties already popped up 

 

At the moment I can see the only option is that it opens the deal card and they will have to find the properties to change the values 

Thanks for your thoughts 

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2 Accepted solutions

Accepted Solutions
karstenkoehler
Solution
Most Valuable Member

Hi @JRobertshaw,

 

It sounds like the required deal stage properties feature is not what you're looking for because you need more flexibility and multiple users are involved?

 

karstenkoehler_3-1626758355332.png

 

If that's the case, I believe I have a cool workaround for you. It leverages the fact that HubSpot app link structure follows a certain logic.

 

On a deal record, you can click View all properties in the left sidebar and type something in the search bar, for example "stage". This is where properties can be edited easily.

 

karstenkoehler_0-1626757819474.png

 

This is what the URL of the browser looks like in that moment.

 

https://app.hubspot.com/contacts/14572091/deal/5715353210/properties?search=stage

 

It follows this structure:

 

https://app.hubspot.com/contacts/PORTAL_ID/deal/DEAL_ID/properties?search=SEARCH_QUERY

 

In an internal notification in a deal-based workflow, you can use a personalization token to automatically populate the Deal ID in this link:

 

karstenkoehler_1-1626757965151.png

 

You can now, for each deal stage, create an internal email notification following this principle. You can't rename default name properties, but if there are custom properties, you could rename them so they share a keyword. By clicking the link, HubSpot would then take the user to all properties containing this keyword. See how for example "date" will show all date properties:

 

karstenkoehler_2-1626758149061.png

 

You can use this to your advantage and group custom properties by having them follow a naming convention.

 

Depending on how many properties there are, you'll have to include multiple links in each notification and this would still be a lot of clicking, unfortunately, but it would take each HubSpot user straight to the property field for the correct deal.

 

(I'm not aware of any other workarounds.)

 

Best regards!

Karsten Köhler
Freelance Digital Marketing Advisor

Beratungstermin mit Karsten vereinbaren


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karstenkoehler
Solution
Most Valuable Member

Hi @JRobertshaw,

 

The first number in the URL is the portal ID, not the contact ID. It is always the same number. Unless you want to link to a contact record, you don't need the contact ID:

 

https://app.hubspot.com/contacts/PORTAL_ID/deal/DEAL_ID/properties?search=SEARCH_QUERY

 

Let me know if this clarifies things.

Karsten Köhler
Freelance Digital Marketing Advisor

Beratungstermin mit Karsten vereinbaren


Did my post help answer your query? Help the community by marking it as a solution.

View solution in original post

6 Replies 6
karstenkoehler
Solution
Most Valuable Member

Hi @JRobertshaw,

 

It sounds like the required deal stage properties feature is not what you're looking for because you need more flexibility and multiple users are involved?

 

karstenkoehler_3-1626758355332.png

 

If that's the case, I believe I have a cool workaround for you. It leverages the fact that HubSpot app link structure follows a certain logic.

 

On a deal record, you can click View all properties in the left sidebar and type something in the search bar, for example "stage". This is where properties can be edited easily.

 

karstenkoehler_0-1626757819474.png

 

This is what the URL of the browser looks like in that moment.

 

https://app.hubspot.com/contacts/14572091/deal/5715353210/properties?search=stage

 

It follows this structure:

 

https://app.hubspot.com/contacts/PORTAL_ID/deal/DEAL_ID/properties?search=SEARCH_QUERY

 

In an internal notification in a deal-based workflow, you can use a personalization token to automatically populate the Deal ID in this link:

 

karstenkoehler_1-1626757965151.png

 

You can now, for each deal stage, create an internal email notification following this principle. You can't rename default name properties, but if there are custom properties, you could rename them so they share a keyword. By clicking the link, HubSpot would then take the user to all properties containing this keyword. See how for example "date" will show all date properties:

 

karstenkoehler_2-1626758149061.png

 

You can use this to your advantage and group custom properties by having them follow a naming convention.

 

Depending on how many properties there are, you'll have to include multiple links in each notification and this would still be a lot of clicking, unfortunately, but it would take each HubSpot user straight to the property field for the correct deal.

 

(I'm not aware of any other workarounds.)

 

Best regards!

Karsten Köhler
Freelance Digital Marketing Advisor

Beratungstermin mit Karsten vereinbaren


Did my post help answer your query? Help the community by marking it as a solution.

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JRobertshaw
Member

Thanks for your help, I think this will work for what we need, lets just hope the client is also happy with this solution 🤞

JRobertshaw
Member

Hi Karsten, 

Just to follow up on this, thought I had it all working, but discovered that I also need the Contact ID as a personalised field in the URL, unfortunately internal deal emails don't allow to put contact ID as an option. Any thoughts around this?

Thanks again for your help 


karstenkoehler
Solution
Most Valuable Member

Hi @JRobertshaw,

 

The first number in the URL is the portal ID, not the contact ID. It is always the same number. Unless you want to link to a contact record, you don't need the contact ID:

 

https://app.hubspot.com/contacts/PORTAL_ID/deal/DEAL_ID/properties?search=SEARCH_QUERY

 

Let me know if this clarifies things.

Karsten Köhler
Freelance Digital Marketing Advisor

Beratungstermin mit Karsten vereinbaren


Did my post help answer your query? Help the community by marking it as a solution.

View solution in original post

JRobertshaw
Member

Apologies Karsten, 

 

You're completely right, got too excited about finding a solution I didnt read your solution right 

 

Thanks again! 

webdew
Top Contributor | Diamond Partner

Hi @JRobertshaw ,

The set-up you already have that moving from one deal stage to another pop-up the notification where you can update the property seems like the only option here. Even if we create a workflow to send the notificatiobs, its not possible to send the property link for updation. 

Hope this helps!


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