Add quarterly as an option to scheduled workflows

[Luke_G]

Scheduled workflows are great.  However, there is an odd absence of a "quarterly" option for the scheduled workflow functionality.

I have devised a functional workaround and utilized it several times, but it requires a custom property and an extra workflow. 

In the long term, having a quarterly option within the schedule function just makes too much sense, so I'm posting this for the upvotes!

[Luke_G]

Thanks for the suggestion!

When you refer to a "quarterly" cadence, can you provide some more clarity on which day of the quarter you'd like to have this cadence set on? For example, the first day? Last day? Maybe something more flexible? Would love to hear your thoughts on this one.

Best,

Jesse

[jbartola]

Thanks for the suggestion!

When you refer to a "quarterly" cadence, can you provide some more clarity on which day of the quarter you'd like to have this cadence set on? For example, the first day? Last day? Maybe something more flexible? Would love to hear your thoughts on this one.

Best,

Jesse

[KTraynor21]

@jbartola I can't speak for @Luke_G, but for us, it would be extremely useful to be able to schedule the workflow to run every 90 days. I'd like to set up a quarterly task for our CSMs to check in on customers and update a few required properties. Bonus points if we could have it execute 90 days from another property (contract date) but I would take 1st of the month if that's easier.

[Luke_G]

@jbartola In my case, quarterly would ideally be an option within the dropdown shown and then you could select the day it would run as this is how the functionality currently operates.  Replace "monthly" with quarterly in the screenshot below; that would be the ideal state for the quarterly function.

[JLow-Hang]

Exactly what I'm looking for as well. Any idea if this is on the product roadmap?

[MFish]

This is exactly what I was looking for when building the workflow. What would also be good is bi-mothly so you can schedule something every other month. 

[MRawas]

Any updates about this?

[Luke_G]

@MRawas None as of yet.

If you need an immediate solution, I have one that gets around this limitation.  It requires two workflows and an extra property on whatever object you need the schedule function on. 

Let me know if you do, and I can reply in the thread with instructions.

[MRawas]

@Luke_G Yes please.

[Devisri]

Yes Please do add "Quarterly" and "Semi-annual". These two options would be great for the schedule options in workflow. Coming to the "which day of the Quarter or semi-annual" just keep the days "1" or "2" or etc. Mostly it will be either beginning or ending of every quarter or semi-annual.

[EAmoroso]

We need this functionality as well to delivery quarterly emails in a more straightforward way

[GMagni]

Yes please - I want to send the Finance team a reminder of customers that are billed Quarterly. E.g in the last week of the Quarter for bills that need to be generated for the next quarter. 

[Luke_G]

Update for Gmagni and MRawas on how I generated a workaround.

The first step is to generate a reliable and measurable datestamp field.  To do this, we can abuse the scheduled workflow function to run daily or weekly (whatever interval you need) to push out to a field that is not attached to anything.  For this solution, we will call this field Quarterly Workflow Trigger Date.  To do this, create a new datestamp field and name it appropriately.

The second step is to create a scheduled workflow that runs daily or weekly as needed to make sure that the date you need to run on for quarterly intervals is accounted for.  To do this, we generate a scheduled workflow with the enrollment trigger set up so that any and all records that need to be affected quarterly are enrolled so that Quarterly Workflow Trigger Date is updated regularly. 

• I had this run daily as I leveraged this feature for a few other automations.
• Ex: Say you run quarterly on the second Tuesday of each quarterly month.  Because this date will differ between months, this workflow should be set up to run daily to ensure you can trigger your other automation when those dates come up.
• It should look something like this:
• 
• TWO IMPORTANT NOTES: 
  • Your filter criteria should be appropriate for YOUR use case. 
  • Ensure that the edit record action is set to update to the date this action was executed.  Once you have those two things done, this is set to turn on.

The third step is now to build the workflows you need to accomplish your quarterly automation. We start by creating a filter-based workflow.  From here, we add group filters for each date we want the automation to run.  You can use this logic to go beyond quarterly scheduling, to make any custom scheduled workflows.

• Each filter represents a date the workflow will execute
  • 
• Repeat this process as many times as needed for the dates that matter to your automation.
  • 
• FINAL IMPORTANT NOTE: You will need to update the group triggers once every few years due to the limit of how many group triggers you can have.  

[Luke_G]

@GMagni @MRawas Thank you for your patience.  I have posted my workaround above should you still need it.

[NeerajNigam26]

Hi @Luke_G,

• As HubSpot does not have native options to run workflows on a quarterly basis, but there is a workaround that is helpful.

• You can create a calculation property using the function "month" and any date property that updates every month (like create date). This property will give you the month values only. For example, if it is December 2024, it will return 12. If it is January 2025, it will update to 1, if it is February, it will update to 2, and so on.

• Now you can use this property in the workflow trigger along with your other criteria. For instance, if the value is 1 (January), then the workflow will enroll the contact. Similarly, if the value is 4 (April), the workflow will run again and enroll the contacts.

• Below is the screenshot you can follow. Happy implementing! 😊

• 
•