How to make Working Activity based Workflows with Re-enrollment

[TLang]

I figured out a work around to make workflows work with activites and allow for reenrollement.  It has some limitations, but might work for some people.

Lets say you want to trigger a task to be created everytime a phone call is made.  You can create a list of all people who have made a call in 1 day.  Then you can setup a workflow using the list membership and create the task.  You could only do it once per contact per day.

Simliarly if you wanted to generate an email everytime a note is made, same process.  All notes with (I used a specific word in the body) within 1 day go on the list.  You make the workflow based on list membership.  You can even map the body detail from the note to the email. 

I have tested this and thus far not seen any complications

[SKerrigan5]

Hey @TLang this is really helpful thank you! I am trying to create a slack notification for the company owner everytime there is a specific note on the company - would this work do you think?

Should the company be added to the list? Would it also work with a property update?

Thanks!

[GianVentura]

Hi @TLang ,

could you give me more information? Is the list you create created every day manually or dynamically? Would you be so kind as to share a screen of your workflow?

Thank you very much

[TLang]

Its an active list.  What speciaifally are you trying to do?  Maybe I can help.

[GianVentura]

I need to send an internal notification every time a specific activity is recorded, as activities are not objects.

[TLang · Accepted solution]

Ok great.  Make an active list that shows everyone that has that activity in the last day.  People will be added to that list everythime the activity happens, and drop off after a day (as an example).  Now create a workflow that is triggered by membership to that list, and turn on renerollment.  Does that help?  If you want to provide specifics on activivty, I would be happy to test it for you.

[MMatschke]

This was a breakthrough solution to a problem that's been a thorn in my side for 18 months. We needed an email to send out when a Note that contained the words "call report" was entered. We wanted that email to contain the body of the note itself. Our struggle point was getting Contacts to re-enroll, for exactly the reasons you describe. This active list method worked!! THANK YOU! 

[GianVentura]

How do I remove the user from the active list once the workflow is complete?

[TLang]

Here is a sample image of one where anytime someone types the word "sample" in the note field they are added to the lst and after 24 hours drop off.

[GianVentura]

OK clear, but 1 day is actually too long because on the same day a contact might e.g. book several meetings or create several notes. I thank you anyway for your help

[PamCotton]

Hey @TLang, how are you?

It's great to see you found a workaround using lists for triggering workflows based on activities. Testing it and not encountering complications so far is promising.

I recommend monitoring for any issues or updates to HubSpot that could affect your workaround. 

Thank you for sharing with our Community too.

Kindly,

Pam