Workflows: Date fields on Deal level and logic for those relative dates
We have come across a variety of business cases where the need for a workflow action that centers on a date property field within the deal level would be helpful. Our most common issue is that when the deal becomes closed/won, our work is not done. We have to continue to nurture that client and provide services to that client and would like actions to trigger based on certain periods of time. You can select specific dates in Hubspot but if you have deals closing on all different dates and those clients all have different needs, those check-in dates are all different.
One client might be attached to multiple deals at the same time and therefore, the ability to create workflows centering around a contact does not work. We need the workflow to follow actions made in the deal profile. Almost all of the date logic already exists in the contact workflows but does not exist in the Deal level. There is no current work around for this problem.
Scenario 1: Deal X becomes Closed/Won. We have a field called "Engagement Start Date" that lives on the Deal level and this is date picker. This lives on the deal level because the deal is a service we provide the client. We want to create a simple workflow that says ok enroll if "Engagement Start Date" is known (this is already possible) + Send an internal or external email X number of days before that date + send an email X number of days after that date to check up on progress. We cannot use the closed/won date because they may pay us on the closed/won date but they are not actually requesting our services until an "engagement start date" which could be days, weeks, or months away and we need to be reminded to provide that service and follow ups etc.
Here is an example of a workflow I would make if I could. Enroll if Start Date is known AND enroll if 2 days before Start Date. As you can see in the options....there is no available logic to base a workflow on the actual date chosen in that field. I would then continue this workflow to send an email to an employee or a client.
Scenario 2: Maybe they don't pay us right away either and we need to create a workflow that asks for payment x number of days after closed/won date. This does not even exist....you have to pick an actual date which prevents this workflow from being applied to all deals that become closed/won.
Our business is directly relatable to this more basic example: say we are painting houses...one client owns 10 houses and they want them painted on certain dates that work for them. We need to know when to paint house #1, #2, #3...etc. So we create a field called "Paint Date" similar to the "engagement start date" example above and it has to live on the deal level because it's the same client but 10 different deals. House #1/Deal #1 is scheduled to be painted on 11/30/17 so we want to create a workflow that sends an email or auto creates a task for the painter and maybe one for the client with a reminder that they need to paint the house 2 days before the date the customer requested. Right now, the only option in Hubspot workflows is to select an actual date not a logic statement like this.
Here is an example of needing to create a workflow based on a completion date. I want to add the to parameters: X number of days after the completion date do this... I would continue this workflow by sending an internal email for an employee to check in with the client on how the job was done OR I could set it up to send an email directly to the client. This is not possible due to the inability to enroll in a workflow using date logic.
We need options to use logic statements for date fields such as equal to or less than, equal to or more than, x number of days before and x number of days after a date field.
This feature would help deal management and it provides the company automation so that the sales team has more time to work with clients and less time trying to manually track their client needs. A related Hubspot idea can be found here. This looks like it might solve this problem but cannot find the property based workflow UI shown in diagram here- regardless, this is a date field on the contact level not deal level.