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Copy Contact Properties to Specific Deals - Workflows
Whenever we are performing an action on an associated object, we should be able to set a filter criteria.
Example: When you are copying contact property values to associated deals, you usually want to copy the values to specific deals, not all deals. This is why it would be very helpful if we can set filter criteria for the deals that we wish to copy the property values to. When we copy property values and select the target object to be "Deal (associated object)" there should be a filter criteria option that shows.
We can set the filter criteria in a deal based workflow, but can't use the "go to workflow" from a contact based workflow.
We're using Custom Events to track when an organization starts up a 14-day free trial of our self-serve SaaS product, as well as when they either convert/churn from trial. The `Trial Started` and `Trial Converted` events include properties which can be used to identify the trial account (account slug, trial start/end date, etc), and those properties also get copied to the Contact object.
The `Trial Started` event triggers a workflow (Workflow A) that creates a deal in the Trial pipeline, and adds a `Free trial` association label to that Deal. To ensure that label gets applied to the appropriate Deal -- e.g. to avoid applying that label to existing deals already in our Enterprise pipeline -- we're using the new "Create association" action's feature that lets you filter associated deals based on a matching property value. This feature is pretty nifty! (Although it would be better for us if we could just reference the Deal the workflow just created, or match on a Trigger Event property).
We have another workflow (Workflow B) triggered by `Trial Converted/Churned` events that's intended to move the corresponding deal to the Closed Won/Lost stage. In this workflow, the "Set property value" action is filtered by the "Free trial" label applied in Workflow A.
The problem: Unfortunately, it's not too uncommon for a user to boot up another trial before their first trial converts/churns -- e.g. when one of a partner agencies is spinning up accounts for multiple clients. In those cases, when Workflow B triggers, it'll move every associated "Free trial" Deal to the same stage, which is obviously not what we want.
What we need: Similar to OP, when configuring a Set property value action that's targetting an associated object, we'd like to be able to further refine associated deals so that it's only updating one Deal, and the deal that it's updating matches specific criteria.
Ideally, for us, the criteria could be something like "Associated Deal's Property A value > is equal to > Trigger event's Property A". That said, even if the functionality just mirrored what you have now in the Create Association action -- e.g. "Associated Deal's Property A value > is equal to > Enrolled contact's Property A" -- we could probably figure out how to make that work.
Heck, even if we could only Deals by Pipeline stage (as suggested by OP), that'd get us closer to where we need to be. Or one other related pattern I've seen elsewhere in HubSpot (maybe an Ops Hub action?) that could help -- the option to specificy that you only want to update one associated object, selected based on most/least recently created/updated.
I remembered where in the product that I saw that other associated object filtering pattern I mentioned! And while I'm at it, figured I might as well include screenshots representing the divirsity of other UX patterns I mentioned 🙂
1. In the "Apply association labels" action - the most novel of the bunch (maybe also the most powerful?)
Apply association label options
2. When you go to "Edit available data sources" in a workflow -- option to filter by both activity and/or assocition label
add data sources options
3. When setting up a Property Sync type property - slightly different UI, but essentially the same functionality as above, less one "activity" sort/filter option:
property sync options
4. When setting up a Rollup calculated property -- filter by association label, and then optionally add an "Additional Condition"! Reminicent of first pattern in this list, just not quite as powerful, but still nifty ... now, combine those two patterns and we'd be cooking with gas!
rollup property options
5. Last (and definitely least), when configuring a Set/copy property value action, womp womp 😪:
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