Dynamic Task Due Date

[JBarone21]

I would like to be able to set a task for a future due date as part of a workflow. 

Purpose: to work backwards from an event date to market it properly

Trigger: Event Date (added to the contact)

Weekly tasks assigned to a user on the Monday before the event (8 weeks out, 7 weeks out, 6 weeks out, 5 weeks out, 4 weeks out, etc)

I have been working on setting this up since I became a Hubspot user. This is the whole reason I selected Hubspot as I need to grow my business and the time consuming set up of delay send emails and tasks is getting in the way of face to face interaction for event promotion. 

[TomM2 · Accepted solution]

Hey @JBarone21 when you say "event date" is a trigger, is this a custom property or a custom object? how are you creating your tasks?

If it's a custom property on an associated record it should be pretty easy. Just set a workflow step to "edit record" and set the task "due date" to use that custom property. 

For example here's a workflow that would set the due date to a custom date property of "birthday" from a contact record: 

You might have some trickiness if there are multiple tasks associated, but that's a few hours of work to figure out and not something that people will be able to help you out for free with quick answers here! 

[Jesusrojas · Accepted solution]

Hey there @JBarone21 ! 🙂

If I understood correctly, you’d like to use a date property (such as an event date) on a contact record to automatically create tasks a certain number of weeks before that date (8, 7, 6 weeks out, etc.).

If this is the case, you can try the following. It is not perfect, but it might suit what you need:

1. Create a Workflow with enrollment trigger =  date property "is known"
2. Use the "Delay until a date property" action
   • Within the edit action menu, select "Before date" and enter how many days before the event you want the first task created. For example, 8 weeks = 56 days before the event date (Source).
3. If you want the task to be created specifically on each monday, then create another delay action, in this case "Delay until a day of the week" (Source).
4. Create the weekly task with all the relevant details.
5. Repeat 2,3,4 again for the following week (7 weeks out) until you have as many weekly tasks as desired

In the case each event has a different number of weeks out, you will probably have to create some branches after each action 2 to avoid errors.

Hope it helps!

[TomM2 · Accepted solution]

Hey @JBarone21 when you say "event date" is a trigger, is this a custom property or a custom object? how are you creating your tasks?

If it's a custom property on an associated record it should be pretty easy. Just set a workflow step to "edit record" and set the task "due date" to use that custom property. 

For example here's a workflow that would set the due date to a custom date property of "birthday" from a contact record: 

You might have some trickiness if there are multiple tasks associated, but that's a few hours of work to figure out and not something that people will be able to help you out for free with quick answers here!