Send email to all contacts under an organisation with property X

[Jwil]

Hi,

I am trying to figure out if it is possible in a workflow to send out an email to all contacts under the specific organisation were the contact have property X set.

Example.

1. A contact enters a workflow
2. The contact above is sent email Y
3. Next, all other contact attached to that organisation and that have property "Admin=YES" set, will also get the email Y

Any ideas if this is possible within HubSpot Workflow?

Thanks!

/Johan

[MFrankJohnson]

Q: I am trying to figure out if it is possible in a workflow to send out an email to all contacts under the specific organisation were the contact have property X set.

Example.

A contact enters a workflow
The contact above is sent email Y
Next, all other contact attached to that organisation and that have property "Admin=YES" set, will also get the email Y
Any ideas if this is possible within HubSpot Workflow??

Short A: Almost anything, including your proposed email send, can be accomplished with a combination of HubSpot workflows.

Longer A:

However, you may wish to rethink this strategy due to the way many organizations' email servers perceive and protect against SPAM.

When a recipient organization receives too many emails in quick succession to different accounts from the same sender, some (many) perceive this as a SPAM attack. The threshold for 'too many emails' varies widely and is set by the recipient organization's Email Administrators.

In other words, if you send the same email to x different people at Company 'A', the email servers at Company 'A' may perceive your legitimate email as SPAM and refuse delivery. Furthermore, depending on the rigidness of the recipient server rule you also risk having other legitimate email sent from your email sending domain to that organization flagged as SPAM.

That being said, to achieve your goal, you'd first need to set your custom property on EVERY CONTACT who is a candidate to receive your email. This alone will be enough to trigger the send. No need to futz with the "specific organization" criteria.

Setting the custom property on every contact for an organization may also be done is a workflow.

Hope that helps.

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Best,
Frank

Author, the Perfect HubSpot Series

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[Jwil]

Thanks Frank,

I understand the concerns with sending too many emails at ones.

The reason I want contacts tied to a specific org is that the trigger will be unsuccessful payment which only relevant to the organisation triggered by the Admin email for that account.

So, the number of emails being send is not more then tops 10-15. 

And I do need to futz with the specific organisation 🙂

/Johan

[MFrankJohnson · Accepted solution]

Gotcha @Jwil ...

You'll want to proceed as follows ...

-1- Create a custom Company property -- e.g., 'Payment Unsuccessful ' (radio button)

- option 1 - Unsuccessful Payment Detected

- option 2 - Reset

- see imageHubSpot Custom COMPANY Property -- Payment Unsuccessful

-2- Create a Smart List -- e.g., Notify All Contacts At This Company

(you may make this criteria stricter if you don't want to email everyone)

- see image

HubSpot Smart List

-3- Build a workflow that auto-re-enrolls contacts based on List Membership

- see image

HubSpot CONTACT Workflow (with auto-re-enrollment trigger turned ON)

Note: it's critical that you reset the custom Company property after a delay, so that future unsuccessful payments will also trigger this notification. Obviously, you'll want to manage the delay to be consistent with payment frequency, so there are no notification gaps.

Good?

-ps
Almost forgot to mention. The initial setting of the 'Payment Unsuccessful' Company property will be triggered by the initial unsuccessful payment behavior as tracked by whatever current mechanism you use in HubSpot for your CONTACT. Of course, you'll need a separate workflow for that as well.

This initial 'Payment Unsuccessful' workflow should fire based on a separate list membership around the unsuccessful payment behavior (mentioned above). This is the trigger that will really start the entire process. It will also need to be reset in similar fashion to the Company property.

Help answer your question? If so, remember to accept this solution now.

Best,
Frank

Author, the Perfect HubSpot Series

---

MFrankJohnson.com | Connect on LinkedIn

Help find posts quickly ... accept this solution now.