Data Expiration Workflow

[MattD]

Hi, I have a few hundred contacts that have a use by date and I wanted to set something to let me know when that use by date is up without flooding my inbox with notifcations.

I have a contact date property called Data Expiration. I wanted to set up a workflow for when that date is hit and let me know via email.

Thing is I dont want notifications for all the contacts expiring. Ideally just need one email.

Any help apprecaited!

[danmoyle]

@MattD in addition to @karstenkoehler's suggestion, you can now email reports just like you can dashboards. So if you build that report, it doesn't need to be on a dashboard for a recurring email. It can be just the report. That would be my suggestion. Cheers! 

[MattD]

@karstenkoehler I thought as much, the report idea is perfect, thank you.

[karstenkoehler · Accepted solution]

Hi @MattD,

Unfortunately, that's not possible. HubSpot treats records in workflows one by one, not as a group. 100 contacts, 100 notifications. (This can probably be solved with custom code in Operation Hub Professional or Enterprise, but would require development.)

As a workaround, you could create a custom report, put that report on a dashboard and have that dashboard sent to you on a regular basis, for example weekly. That report could simply show the number of contacts who have expired within the last 7 days ("Data expiration is less than 7 days ago"). Once per week, you could then go and manage these contacts – if there are any.

Hope this helps!