HubSpot Ideas

NicoleSengers

Set Association Labels On Records via a Workflow

I would love to be able to add in the new association labels using a workflow - rather than needing to do this manually.

this would enable businesses who have contact A who makes a booking and Contacts B, C, D etc who attend a course or an event flagged as attendees. so a business knows which are valuable contacts.

 

It would also be helpful to be able to use a workflow to send different communications to clients based on their association tag.

HubSpot Updates
In Planning
January 25, 2024 06:51 AM

Hello!

I'm Maggie from HubSpot's product team. I'm excited to announce that we're actively working on the ability to manage association labels via workflow. We're hoping to have something in beta for you all to test out within the next few months. 

 

I also want to share this Knowledge Base article which outlines the ways that you can already use association labels in workflows (for things like enrollment) as it seems like there are a few questions in that space.

 

Thank you for all of your thoughtful feedback and examples! It helps us make sure that we're building the right thing 😊.

August 30, 2023 01:07 PM

Hi everyone, I don't have much in the ways of an update on this feature as we are still working through some major blockers. There is a limitation in how we find records to be associated, making it difficult to complete our set of features. We are still working hard on this problem and will have more updates along the way.

 

@04262 that feature is now live to all so it's no longer in the Beta page.

July 20, 2023 01:12 PM

@RyGuy the changes we're working through are towards the next set of features I'm referencing, for example, the Set Association Label action. Therefore there wouldn't be much if anything changed to the existing beta functionality. Definitely feel free to message me with details if you'd like.

 

@jaybaum I just met with our Associations team and discussed that hard limit. No hard decisions were made but we would like to fix that as well and could see traction in the coming months. I would recommend opening an idea on our forum so we can track progress, otherwise we'll hopefully have good news down the line

July 20, 2023 10:12 AM

@Steiger and others,

 

As it so happens, today was going to be the day I gave an update as we've made some major breakthroughs recently that we wanted to share with everyone.

 

The new Data Panel beta feature is currently going through the final weeks of "beta testing" and will soon be available to all customers. We had a rather tricky setback this past month that took our entire team time to sort out but as of this week we've sorted out all the kinks and are back to working on the followup functionality needed for a "Set Association Label" action. While I can't give an estimate (for fear of hitting another setback and dissapointing people), I can say we have a much more clear line of sight to our goal and have many engineers actively working on the solution.

 

The good news is that this next milestone will include more than just the Association Label action. We are going to have the ability to support more field types and provide finer granularity on the types of records/data that can be pulled into a Workflow.

June 20, 2023 06:39 AM

@RyGuy Thanks for pointing people in the right direction.

 

As for lack of functionality, I'm 100% with you, it leaves us wanting more as well. We're working on scaling issues at the moment to bring what we think is the full power of the feature: pull one (or more) values from any object, event, integrator object, without restrictions (within reason in terms of scale). If you have feedback or recommendations, please let us know.

May 26, 2023 06:32 AM

Sorry about the public beta link not working anymore, everyone. It looks like we had an issue with the way those betas work that prevented us from exposing the new feature in this manner.

 

For now, please use this form to gain access: https://forms.gle/d44dN9GqW1Zyqer36

In Planning
May 04, 2023 06:49 AM

Hi everyone,

 

Here's a short update from the team. Now that the [Public Beta] Data Panel with associated record data in workflows is open to the public, we've begun working on the "Set Association Labels" action that everyone in this thread has been patiently waiting for. After we complete our exploratory phase for the project, the team will be able to give a rough estimate on when we'd expect to have this ready for our beta testers. Stay tuned for more information.

March 23, 2023 06:37 AM

@jaybaum sorry, that type of work is not related to the Workflows tool so we're not able to work on that directly. However, I will pass along that piece of feedback to the relevant team and see what can be done about that.

March 21, 2023 05:45 AM

@NPW Yes, we're planning on adding support for almost every field. The Internal Email Notification is currently being worked on and should be ready in a few weeks.

 

Sorry to dissapoint about the pace of the setting of association labels, we'll continue to work hard on that and give an update once it's ready.

March 20, 2023 06:31 AM

Hi everyone,

 

As we work hard on the Data panel with associated data private beta, I wanted to give another update as there has been some confusion surrounding our current work. While we have not started on the work to automatically apply association labels using the Workflows tool, we are prepping for it. The beta I linked to in my last message refers to a feature that is NOT to apply association labels using our tool. Instead, it allows the use of associated data in fields across the app, much like the "personalization tokens" that can be inserted into many text fields. Read below for more information:

 

March 01, 2023 07:16 AM

Great news everyone, please follow along in this other thread to join the private beta of the Data panel feature:

https://community.hubspot.com/t5/HubSpot-Ideas/Workflow-actions-that-can-update-properties-across-different/idc-p/713251

February 22, 2023 07:33 AM

Hi everyone,

 

A quick update based off our last update from January. We had issues come up that delayed us by a few weeks but should now be back on track. To remind everyone, the beta we're working on is a preliminary feature that will allow users to use a lot more HubSpot/external data across many Workflow fields. This is going to be one of our larger project releases in a while and once the (hopefully short) beta period on that is done, we'll then be able to start on the beta for the Associations work everyone in this thread is interested in.

 

So to reiterate, the beta that's going to go live soon is not directly for Associations work, but is indirectly related and required for us to start that work.

 

Making promises on when it'll be ready can only end poorly so instead we can give an update on the work and what our current blockers are:

 

- The initial beta to allow users to use data from many different sources went through the first round of testing and while we found a few major bugs, we've since patched most of them. Once we do a second round of testing, we'll start the private beta (and will invite anyone in this thread to join)

- The work needed for what everyone in this thread is looking for, a way to automate association/association labels, requires the previous feature to go live. Once that's live and stable, the new data sources availability would make it possible for our teams to build out a feature that could use this data for the purposes of manipulating associations

 

Once the first bullet point is done (and only then) we'll be able to move on the Association work.

 

As always, we'll try to update this thread and any related threads as we make progress!

January 19, 2023 06:12 AM

January update:

 

Hi everyone,

 

The team has been hard at work for the past few weeks as we finish up work on the beta for our Data access feature (needed for us to start work on the Associations action within Workflows). Know that we're monitoring this thread on a weekly basis (or even daily) so as soon as that beta is ready to open, I'll post a link for those that want to join. We've had positive feedback from our preliminary alpha testing so we expect the beta to go by quickly, meaning even if you don't join this beta you'll have access to the new Data feature shortly after. 

 

Depending on the amount of feedback we get during this phase we'll start to form (finally) a timeline for the Association feature everyone in this thread has been asking for.

 

Thanks for all the support and stay tuned.

December 14, 2022 06:00 AM

Hi everyone,

 

I wanted to give an end of year update as we've been getting lots of requests for this feature. As we stand, our original estimate is still on track. The related features we needed to finish before starting on this associations request are due to be completed mid January. Once that goes into Beta, we'll work in parallel to both incorporate public feedback, as well build out functionality related to associations within Workflows. 

 

We'll likely post a link to the January Beta in this thread so unless we have delays, expect great news early 2023

September 26, 2022 06:15 AM

Hi @emmaboyd we're still actively working on the tangential projects that will make this one possible. We don't have a good timeline but expect to have those other projects done by the end of the year, after which we would be entirely ready to tackle this project.

August 05, 2022 05:40 AM

We (the team that builds the Workflows editor tool) have a need for this feature as well so we are building all the necessary "building block" foundational features we need to make the association action a reality. We will update this thread once we get a timeline as we still have discovery work to do before we can commit to building it. The exciting news is that the CRM's association capabilities are also growing, making this action even more valuable to build.

Being Reviewed
August 02, 2022 12:43 PM

247 Replies
OBulava
Member

+1 This feature would be very useful for our workflows.

MLandow13
Participant

This would be a very helpful feature to allow auto-assignment of Contacts to tickets via a workflow.

michaeljhopkins
Member

@zeke I don't see that option in public betas, did you rescind? 

zeke
HubSpot Product Team

Sorry about the public beta link not working anymore, everyone. It looks like we had an issue with the way those betas work that prevented us from exposing the new feature in this manner.

 

For now, please use this form to gain access: https://forms.gle/d44dN9GqW1Zyqer36

bj_ndeseyssel
Member

@zeke Thanks a lot ! 
Form completed 🙂

ph_llu
Member

Submitted the form also! VERY excited to test this out!

michaeljhopkins
Member

Thanks @zeke !

Roeland_RS
Participant

Just tried the new beta feature and does exactly what we needed it to be able to do. Perfect timing too 🙂 

Now really need you to be able to assign association labels in workflows and be able to trigger workflows off of association labels (being set)!

 

And even more great would be if you can make an association label a required property on a deal stage. Ie, to enter a deal stage at least one contact needs to have a specific association label. 

Our use-case is that you mark a contact as the one who will actually use the software upon buying it - so we can use that contact to create the first login for in our software when the deal is won. 

katiebroyles
Participant

We have two forms depending on the contact type in association to the deal the form eventually creates, we'd use this in a workflow to help associate the contact appropriately, and for helping our sales team to more effectively build lists for themselves so they can contact a direct borrower instead of a middle-man.

jmbray
Participant

+1

CKrohn
Participant

Submitted the form yesterday, how can I find this feature?
Is is as a property in a workflow, or as a completely separate action? 🙂

bj_ndeseyssel
Member

I have the same question, I also filled out the form but I can't find anything on my portal.

RyGuy
Contributor

You can find documentation here: https://knowledge.hubspot.com/workflows/use-associated-record-data-in-workflows

Only certain Workflow functions support data panel, and it can only pull one value at a time from pretty much any object type (usually First, Last, Latest Activity, Association).

 

It's a step in the right direction but still leaves me wanting

zeke
HubSpot Product Team

@RyGuy Thanks for pointing people in the right direction.

 

As for lack of functionality, I'm 100% with you, it leaves us wanting more as well. We're working on scaling issues at the moment to bring what we think is the full power of the feature: pull one (or more) values from any object, event, integrator object, without restrictions (within reason in terms of scale). If you have feedback or recommendations, please let us know.

RyGuy
Contributor

Hey @zeke, I've already spoken to my PM about it, but we use HubSpot to sell a solution that is made of individual items with their own SKUs. Since HubSpot doesn't have a Bundle feature in Products I wanted to use the Data Panel to effectively make an item counter taking into account mutliple bundles that could be on the same order that contain some overlap of individual items on the quote by using an If/Then branch to identify a particular SKU and then pulling the Line Item Quantity from it and adding it to a specific property.

 

Unfortunately it appears that while the Data Panel only works on specific Workflow functions, it doesn't inherit that functions information. Basically I am pulling the 'Last Edit' Quantity of the Last Edited SKU in Line Items, instead of the Last Edited Quantity of the specifc SKU I used for my If/Then Branch. You can see it in action here: https://app.hubspot.com/workflows/3969063/platform/flow/372157476/. I do full admit that this is a workaround for a workaround for a workaround though, so I assume this is something that will get resolved in any number of ways (Increase/Decrease Properties allowing Number Properties instead of flat values, improvements to Products etc).


Outside of this particular use case, I imagine the general utility of the Data Panel will increase significantly once Associations can be automated in Workflows. Because Associations are a relatively new feature (since us adopting HubSpot several years ago), there hasn't been much company buy-in which means I can't build workflows that rely on them.

JPairis
Contributor

Hi everyone,

 

Here's a short update from the team. Now that the [Public Beta] Data Panel with associated record data in workflows is open to the public, we've begun working on the "Set Association Labels" action that everyone in this thread has been patiently waiting for. 


@zeke, I was very excited to find this Beta. But disappointed that the actual feature, 'Set association Labels', was not in scope yet. 

 



After we complete our exploratory phase for the project, the team will be able to give a rough estimate on when we'd expect to have this ready for our beta testers. Stay tuned for more information.

Are you able to give use an update or perhaps and indication for a time line?



 

jaybaum
Contributor

With this rollout, i'm REALLY hoping we gain the ability to add more than 10 assocation labels per object. 20-25 would be amazing!

susanmartin2006
Member

I'd like to be able to use association labels as triggers in workflows. For example, I currently have two workflows to push Company-related information into Deal-specific properties (for use in syncing to our ERP, since they can't use associated records (annoying)).

 

In a Deal, when a Company is associated and marked as Primary, to us that means that they are the billable company. The information on the Company record, through a workflow based on the company and number of deals associated, is pushed to Deal-specific fields labeled "Bill To". We tried the Bill To association label, but ran into more issues. 

 

We have a similar workflow for the "Ship To" company. When a Company is associated with a deal is labeled with the "Ship To" association label (and sometimes it is the same Company as the Primary/Billable company and sometimes it's different (different company all together or a different location/child company), the information from that Company is pushed into Deal-specific fields labeled "Ship To".

 

Here's the kicker, the Company labeled Primary/Billable enters into the Primary/Bill To company-based workflow based on number of deals associated and completes successfully ... but then later that same associated Company is marked with the "Ship To" label (oftentimes we can't confirm the final ship to location until the end of the Deal), the Company won't be triggered in the "Ship To" company workflow because it too is based on "number of deals associated", which that number won't change from the first time that Company's Deal is created. And since I can't use association labels as triggers, I can basically only fill out one section with the workflow, unless their are different bill to and ship to companies.

 

We REALLY need triggers with association labels that work EVERY TIME the association label is changed .... meaning we can workflow to replace information if the association label changes.

MCiprandi
Member

Is this already released? I would like to be part of the BETA if is possibile 🙂 

DStaat
Participant

Hey Nicole,

We have an app called Associ8 that would solve your problem! It's primary purpose is to associate two objects together via workflow, but it can also set association labels. Check it out here.

Let me know if you have any questions or need help setting up. I'd be happy to hop on a call with you!

Best,

-David Staat