HubSpot Ideas

sgerrits

Activity Based Workflows

Because activities can't act as re-enrollment trigger, it would be great to have activity based workflows.  

 

An example of an application would be that every time I log a phone call with outcome = left voice mail, it will send an automated email to the contact.  You could create similar workflows depending on the outcome of a call or meeting.  

HubSpot Updates
July 11, 2024 03:20 AM

Hi everyone, 

 

I wanted to post an update since there have been some new options introduced that solve some of these use cases. Last year "When an event occurs" triggers were added (KB doc), which made a number of new trigger options available. As mentioned as needed in many of the comments here, these new triggers include: Meetings, Calls, and Sales documents interactions. 

 

To use these options, create a Contact workflow and select the trigger type "When an event occurs." Here are some screenshots for reference:

 

Screenshot 2024-07-11 at 6.14.58 AM.png

Screenshot 2024-07-11 at 6.14.32 AM.png

Screenshot 2024-07-11 at 6.14.15 AM.png

Another great thing about these event driven triggers is that the contact will enroll and re-enroll every time the event happens. So for example if you have a Meeting booked trigger, every time the contact books a meeting they will enroll. This should help with a lot of the needs outlined above : )

 

Best,

Megan Legge

Product Manager for Workflows

101 Replies
L_P
Contributor

@MHolzer Great, please can you share how you did this?

MHolzer
Contributor

@L_P sure thing

hope i dont get hate for this workaround. Last time i posted something like this someone got mad for me making the workaround and for hubspot not implementing it... XD
Part 1:
https://www.loom.com/share/038c6aa815e845d6bbd1de5bc221c8c2
Part 2:
https://www.loom.com/share/ddc47aa5dedf4fcb8986fa54b56320ac

if anyone has a question just hit me up 🙂
There is a lot of room to improve like i mentioned in with the delay. Just keep in mind with that timewindow (with the copying of the record id to property A and then the other copying to property B) that some complications may can occur.

Edit: 
If you want to set this up in your live account and dont want to create: lets say tasks for all existing meetings right now -> Dont forget to set the property B to the exact Record ID of the lets say newly created meeting" -> if the values match =true -> nothing happens no actions 

if the values are false then the action happens so -> if you put "X" as the starting value in property B then it would create the task for every object, if you dont want that put the right value in Record id of newest created meeting

Edit Edit:
Be really careful with the starting value and the whole implementation etc.
The two branches step 2. and step 4. should really be activity based like in my video so you should really filter it down via lets say assigned to or another activity property i do this that i copy the property of the activity via the data sources into a property on the company/contact etc and then filter for this exact copied property
If there is no value in both of these properties then the calc property just has nothing so you then dont have to put a value into every property B just fyi

If anyone has any recommendations or ideas on how to make this better please dont be shy you can always send me a mail here:
maximilian.holzer@ife-bulk.com 🙂 

and just for good measure

Disclaimer:
The information provided here is for general informational purposes only. It is not intended to be legal advice or substitute for professional advice. Always seek the advice of a qualified legal professional regarding any legal issues.

Disclaimer: I am not affiliated with HubSpot, nor am I an employee of HubSpot. Any recommendations or suggestions provided are not endorsed or tested by HubSpot. These are workarounds or methods that I personally use. It is your responsibility to test and verify the effectiveness and suitability of these methods for your specific needs. I disclaim any liability for any damages, losses, or issues that may arise from the use of these methods or recommendations.

andiaz
HubSpot Employee

+1 upvoting on behalf of a customer

MaorL
Participant

@MHolzer can you export the work flow or take snapshots of it and snapshot of the brances filters

 

i'd like to try it.

 

also, what is the main purpose that you created this workflow for?

MHolzer
Contributor

@MaorL 
You can't really export in one go since hubspot export workflow feature is pretty bad.

You can watch the Looms and just go through my explanation :). I go through every branch and explain which branch is situational and which is not.

I use this workflow to create a task when a meeting is logged, but its more like a -> Activity X gets logged do action A. This action literally can be anything from an automatic mail, to a date property being filled so can you can check when a first call, first meeting, etc etc has been made since creation, you can track individual activities and add it to a counter until X Activity with X outcome happens or X lead stage/lifecycle stage etc. -> so you can get the average of things, there is a lot of possibilities to go about this. Just mentioning a few here

L_P
Contributor

@MHolzer thanks very very much

ABeian
Contributor

+ 1

 

Activities can be linked with various other objects, without a single common one always being guaranteed.

Reports are able to pull in the Activities directly, so we need the workflows to be able to do the same!

SKumar815
Member

Since activities are unable to serve as re-enrollment triggers, incorporating activity-based workflows would be highly beneficial.

For instance, imagine a scenario where each time a phone call is logged with the outcome being "left voice mail," an automated email is sent to the contact. Similar workflows could be created based on various call or meeting outcomes.

CSisson
Member

Having the integration with Asana makes this request even more relevent.  This would totally increase the value and use case.  There needs to be an ability to put a task/activity into a workflow as the primary object and not just the deal or contact.  The re-entry limitation is a major barrier and does not allow for multiple activities/tasks to be created against a deal or contact and then have those generate unique activities in Asana.

CSisson
Member

Having the integration with Asana makes this request even more relevent.  This would totally increase the value and use case.  There needs to be an ability to put a task/activity into a workflow as the primary object and not just the deal or contact.  The re-entry limitation is a major barrier and does not allow for multiple activities/tasks to be created against a deal or contact and then have those generate unique activities in Asana.

CSisson
Member

There appears to be an existing request for this feature here already  HubSpot Ideas - Activity Based Workflows and it has 303 upvotes and 80 replies.  If this is the same feature request, it would be good to try and consolidate upvotes.  

CSisson
Member

There appears to be an existing request for this feature here already  HubSpot Ideas - Activity Based Workflows and it has 303 upvotes and 80 replies.  If this is the same feature request, it would be good to try and consolidate upvotes.  

CSisson
Member

Here's the link to try and consolidate upvotes for this feature  HubSpot Ideas - Activity Based Workflows  - There are over 300

YGemayel
Participant

I hope this is soon rolled out... So valuable to use re-enrollment triggers based on a meeting outcome

MHolzer
Contributor

@YGemayel you can just create it on your own just filter down the activites which you want to make certain action outcomes

L_P
Contributor

@MHolzer I do not see it on my menu when creating workflow. Please clarify, is it called something different than "activity based trigger" please?

YGemayel
Participant

@MHolzer yes exactly but it does not allow re-enrollment. So suppose you have a company based workflow using activity filters as the trigger --> it would not be possible to re-enroll companies except manually

MHolzer
Contributor

@YGemayel not true you can build a company based (any object based) activity renerollment workflow you just use last modified date as an enrollment trigger and then filter down...

just go to page 4

mbrehme
Member

+1 For reacting to protocolled Linked-In Messages

MCousins6
Member

Need this... competitor CRMs have it. 

 

One use case: show Deals that do, and do not, have upcoming meetings related to it. This could be accomplished with an activity-based workflow "when activity is created, and is X meeting type, populate date of that meeting to a property on the related Deal."