Lists, Lead Scoring & Workflows

TLang
Participant

How to make Working Activity based Workflows with Re-enrollment

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

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8 Replies 8
GianVentura
Member | Elite Partner
Member | Elite Partner

How to make Working Activity based Workflows with Re-enrollment

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

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TLang
Participant

How to make Working Activity based Workflows with Re-enrollment

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

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GianVentura
Member | Elite Partner
Member | Elite Partner

How to make Working Activity based Workflows with Re-enrollment

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

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TLang
Participant

How to make Working Activity based Workflows with Re-enrollment

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.

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GianVentura
Member | Elite Partner
Member | Elite Partner

How to make Working Activity based Workflows with Re-enrollment

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

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TLang
Participant

How to make Working Activity based Workflows with Re-enrollment

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.

 

Screenshot 2024-04-18 at 10.29.22 AM.png

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GianVentura
Member | Elite Partner
Member | Elite Partner

How to make Working Activity based Workflows with Re-enrollment

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

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PamCotton
Community Manager
Community Manager

How to make Working Activity based Workflows with Re-enrollment

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

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