Internal notification emails

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New Contributor

My team is asking me to use a HubSpot form to trigger emails to other team members to set up evaluations of our product. Here is the flow:

 

1. Sales fills out form with evaluation details.

2. Email/notification/something goes out to our Eval Support team to setup the evaluation. This something should contain the contact details filled out by the sales person in step 1.

3. Once eval support has done setup, they go into HubSpot and change a property to TRUE, which will trigger another workflow notification.

4. A second email/notification/something goes out to our engineering manager alerting him to assign the engineer to the eval.

5. Once this engineer is assigned, another email/notification/something goes out to the engineer with the contact details of the eval contact.

 

So my question is: for my step 2, what is the best way to send the information to a teammate? I have tried to create an "internal email" but it does not populate with the workflow contact info, but rather the recipient's info. I have also tried an in-app Notification, but the text limit is too small for my purpose.

 

Anyone have any suggestions or ideas of how to provide all the info needed to my team in an email/notification outside of the normal form submission notification emails? I couldn't find anything in the forums that matched what I was trying to do. TYIA!

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Community Thought Leader | Diamond Partner

Hi @acritch

 

If, in step 1, sales is entering the details of the contact requesting the evaluation, then your workflow/notification email system should work. 

 

When you create the email for your workflow, use personalisation tokens to insert the contact's information into the email. Then, in the workflow, select the email from the sent internal email action, and you should be good to go. 

 

Refer to this article to confirm the process: Send internal notification emails and alerts

 

Hope this helps.

Phil Vallender | Inbound marketing for B2B technology companies
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Community Thought Leader | Diamond Partner

Hi @acritch

 

If, in step 1, sales is entering the details of the contact requesting the evaluation, then your workflow/notification email system should work. 

 

When you create the email for your workflow, use personalisation tokens to insert the contact's information into the email. Then, in the workflow, select the email from the sent internal email action, and you should be good to go. 

 

Refer to this article to confirm the process: Send internal notification emails and alerts

 

Hope this helps.

Phil Vallender | Inbound marketing for B2B technology companies
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New Contributor

Thank you very much for the reply Phil, I was thinking too much into it I guess.

 

Follow up question if you don't mind... I have my workflow setup so that it will send an email to a team when the eval request form is filled in, this all works great. I then need to trigger another email, but only AFTER a contact property has been changed to "Completed" which could happen a couple hours to a couple days after the first form is filled out. I used an if/then branch, but when it hits that part of the workflow and the field is not equal to "Completed" then it just goes to the "No" branch and stops. 

 

How can I setup a workflow so that it will trigger a 2nd email when the contact property is changed? Ideally these steps would all be part of the same workflow.

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New Contributor

I have this problem also. When I click the link that Phil pasted above (https://knowledge.hubspot.com/articles/kcs_article/forms/how-do-i-send-internal-notification-emails), it gets redirected to a different page: https://knowledge.hubspot.com/articles/kcs_article/workflows/choose-your-workflow-actions#internal-c.... However, that page is useless to me. Ther workflow "Send Internal Email" dialog that I see is completely different than the one shown in in that screen; rather than letting me enter a subject and body and use a token, it requires me to choose a pre-created email. When I do so, the only tokens available to me are recipient tokens, NOT contact tokens. Help!

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Community Thought Leader | Diamond Partner

Hi @bobell 

 

You are right, that dialog is out of date I can't even remember a remeber a time when internal notifications didn't require you to create a seperate email. @jennysowyrda maybe you want to loop in the knowlege base team on this?

 

When you do create an email for an internal notfication, however, the contact tokens do pull in the details for the contact triggering the workflow rather than those of the recipient. 

 

Hope this helps.

 

Phil Vallender | Inbound marketing for B2B technology companies
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Community Manager

Hi @Phil_Vallender,

 

Thank you for the ping! I have notified the knowledge base team to have them update the documentation!  

 

Thanks,
Jenny


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HubSpot Moderator

Thanks Bobell, Phil and Jenny for the feedback. I'm a technical writer on the team! To clarify, the screenshot shown for "Send an internal email" is accurate for all types of workflows, except for the contact-based workflow. The contact-based workflow indeed requires you to use an existing automated email and in our documentation, we covered that very briefly with a small screenshot.

 

To make this clearer, I've updated the documentation and included more specific instructions and a larger screenshot for the contact-based workflow. Hope this clarifies!

Community Thought Leader | Diamond Partner

Hi @acritch 

 

Apologies for not seeing your follow-up question sooner. I hope you've resolved the issue already but just in case:

 

The situation you describe where the workflow races down the no branch can only be resolved by inserting a delay before the if/then branch. 

 

A better solution, in my opinion, would be to create a second workflow based on the condition of the other contact property. I don't see much benefit, other than neatness, for having these two things in the same workflow. 

 

Hope this helps.

Phil Vallender | Inbound marketing for B2B technology companies
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New Contributor

Hi!

 

I'm running into a roadblock with HubSpot notifications. While users (salespeople) can receive in-app and SMS notifications containing specific contact info as new contacts are generated, I do not see an option to receive email notifications with the same specific contact info. This would be a terrific smarketing feature to align the two departments.

 

Best,

Skyler

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New Contributor

Perhaps you should try one of these ways https://www.plerdy.com/blog/15-email-marketing-hacks/. Have cheked a lot of them - decent tips for email marketing.

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