Company contacts not associated to company deal

[JackHoch]

I have a workflow that updates a contact's Lifecycle Stage and Lead Status when their company moves through our Deal Cycle. For example, say we win a deal with Company X: Company X's deal is then moved to the "Closed Won" deal stage, and all of Company X's associated contacts (employees) should be updated to a "Customer" lifecycle stage and "Closed" lead status.

However, I was finding that not all of the contacts associated with companies moving through the deal cycle were being updated, and this is because they aren't associated with the deal itself.

My question is, how do I get around this and create automation that updates the contacts of ALL employees of a company when the company's deal stage changes? Is there seperate automation I can create that associates all contacts of a company to that company's deal? Do I need to find new enrollment triggers or If/Then branching for my current workflow? Or is my only option to manually associate all employees of a company to that company's deal?

I feel like I may be missing something obvious here, so any help would be much appreciated! Hopefully the attached images help clarify.

[Camille_Balhorn]

Hi JackHoch!

So, you'd like to associate your Deals to all Contacts of the Company associated to the Deal. 

This sounds like a great job for an application like Associ8 from Hapily. This app integrates with HubSpot as a workflow action and allows you to associate objects based on a shared value in a property. 

To solve this issue, I'd recommend two workflows and a custom property:

1. Create a custom property on the Deal record: "Company Record ID".
2. Create a workflow to copy this property from the Company object's "Record ID" to the Deal object's "Company Record ID". Include as a trigger that the Company must first have an associated Deal to avoid errors. 
3. Now, create a Deal workflow specifying that a Deal must have a name (or a similar catch-all trigger.) Use the Associ8 workflow action to associate Contacts using the native property "Primary Associated Company ID". On the Deal side, use a token to specify the Company Record ID custom property on the Deal record.

This action will look for any Contacts that are associated to the same Company as the Deal but aren't associated to each other, and then associate them!

Of course, this gets more complicated if you have Contacts associated to multiple Companies. I'm sure you could play with Association labels if that's applicable to you.

Second, let's address the proactive portion of this question. Do you use any automations to create Deal records? If so, make sure you're checking the box on the Deal record create action in the attached screenshot. For reference, this was a Company workflow. So, all Contacts associated to that Company would be associated to the Deal in creation.

Let me know how this goes! 

[Camille_Balhorn]

I'll also clarify--you asked for full association of Contacts and Deals, but we might not need to make it that complicated. 

If the main goal is to set a Contact's lifecycle stages and lead status based on the Company's lifecycle stage, that's already a native HubSpot functionality! 

In the Contact settings area under Lifecycle stages, make sure to check "Sync Lifecycle Stages." As it specifies, this will update the Contact with the Company.

As for the Lead Status, you could set up a simple Company workflow that if the Company lifecycle changes to Customer, then set the Lead Status to Closed, etc. 

[MiaSrebrnjak]

Hi @JackHoch, 

Thank you for reaching out to the Community!

I wanted to tag in a couple of subject matter experts to see if they have any input on this matter: 

Hi @GreyHamilton, @Camille_Balhorn, @Dan1, do you have any tips for @JackHoch? Thank you! 

Cheers
Mia, Community team