Scoring/rating contats

[CTMA]

Hello community,

I have a problem I don't know how to solve.

Following idea: We use landing pages and embedded forms to generate contacts. Due to the fact that we get a lot of spam we don't want to import contacts to Salesforce directly without scoring or rating them before.

Means we want to manually check the messages and sort out spam. Because I didn't want my colleague to go to the property page every time and change the rating property I've created to the right rating I had a very good working workflow in the past.

This workflow worked until April 1 this year. Then Hubspot changed something in the workflow handling I guess.

Old process until April 1:

As soon as a new contact has been created an internal marketing email has been sent to my colleague with 6 CTAs named "Lead", "Spam", "HR request" and some more.

Depending on the click of colleague on one of this CTAs a workflow changed my rating property of this contact to the right value.

The cool thing was that the contact has been changed successfully although my colleague got this email.

But since April 1 this process doesn't work anymore and Hubspot support says that this behaviour works as it should work. I agree with them but it was a productive workflow to rate new contacts before they are being processed (either import to Salesforce for "Leads" or being redirected by Email in case of "HR request").

So my question is how can I create an alternative process to have an internal colleague manually rate new contacts before they are being handled by other workflows and I don't want her to use the normal Hubspot property page? 

Thanks in advance for any help.

Best regards,

  GD

[karstenkoehler · Accepted solution]

Hi @CTMA,

Yes, the link you want to use in your internal email is the one below:

https://app.hubspot.com/contacts/1234567/contact/Contact: Contact ID

You need to replace the blue 7-digit number with your own portal ID. Add the orange 'Contact: Contact ID' by clicking on the 'Contact token' dropdown and finding 'Contact ID'.

Of course, you can customize the body of that email further by adding more instructions, context or other personalization tokens.

This is what the email above looked like for me:

If this was helpful, please help the community by marking the post as a solution.

Best regards!

[CTMA]

Thanks, worked fine.

Final question to make my colleagues life as easy as possible. Can I add a direct link to the individual contact backend in an email?

I want to add the this link to the notification email for a new contact so that my colleague gets directly to the edit dialog or the customized sidebar I've setup.

[karstenkoehler]

Hi @CTMA,

Unless you want different sidebars for teams, you should be able to make the necessary changes, see below.

Could you double check? If you can't access these options, I would recommend reaching out to HubSpot technical support.

Best regards!

[CTMA]

Thanks Karsten for the quick answer. Unfortunately we only have a professional account. For customized sidebars we need an enterprise account.

Any other idea?

[karstenkoehler]

Hi @CTMA,

Thanks for providing so much context, this makes finding a solution much easier.

Customized record sidebars should make this process a lot easier for you. The steps are explained here. Your colleague wouldn't have to click through to see all properties and find the correct one. You could display your rating property at the very top of a contact record. It would also show up in the preview sidebar of a contact accessed through the contacts menu, see the screenshot below. (I've highlighted 'Lead status', you would add your own property here.)

For the actual process of rating the contacts, I would recommend a two-step approach.

Step 1: Create and save a filtered view for your colleague populating with contacts whose value for the rating property is unknown. You could notify your colleague by workflow (internal email notification or in-app notification) when new contacts are created. She would then work through the list of contacts by clicking 'Preview' and updating the property. Once the property is updated, the contact disappears from the filtered view since the property is now known.

Step 2: Only send contacts to Salesforce when they're eligible = when they have the appropriate rating property value.

Last but not least, have you enabled CAPTCHA on your form? You can probably reduce the amount of incoming spam submission by doing so: https://knowledge.hubspot.com/forms/prevent-spam-form-submissions

Hope this helps!