Trigger Workflow when Activity logged on Company

[CRusso]

Hi Everyone, 

Ive been struggling to make a workflow. That should trigger when an activity is logged by 2 specific users (I removed names for privacy reasons) that is related to a Company. I then only want it to take the information from that activtity & send the information to a slack channel. These are my initial filters.

No matter what I do it will not run & when I manually enroll a company it pulls ALL activities. 

This is the overall flow. I removed all names from it & only created the call on the switch to make that work first then create the rest of them. 

[MHolzer]

@CRusso at First i apologize for other user here who dont know any better and just brush it off with its not possible

Your idea is certainly possible i did an Acitivity Based Workflow Trigger back in 2023 June still works to this day with renrollment enabled and it triggers based of activity creation

if you still need this just reply or DM me 


Trigger is last modified date on the company as an event trigger you can renenroll that.

the gist of it then is to copy assigned to owner from the recently created activity to a another custom owner property filter onto that 
copy over the information from the activity into another custom property on the company

and then the interesting part 
you need 2 single line text properties and a calculation property
1) property is needed to copy in the current record id of the activity in
2) single line text property is set to the record id of the recently created activity after the action you want to do (send a slack info/APi call whatsoever) 
3. the calc property is boolean string and goes like if property 1== property 2 then true or false and you branch based on true or false so that you dont always execute the action whenever something changes in the company but only when a activity is created

thats pretty much it if you also want to execute actions when something changes on the activity 
this is also possible but this one i dont share publicly ^^'

[karstenkoehler]

@MHolzer no need for you to apologize on my behalf, I'd rather you don't. Friendly reminder that it is possible to engage in an online community without throwing shade. As I mentioned in my previous reply, I was referring to this not being possible out of the box.

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@MHolzer wrote:

This is all to say and explain that what you're currently trying to do is unfortunately not possible out of the box. Until HubSpot introduces activities within the event enrollment triggers in company based workflows or generally activity based workflows, this type of notification cannot be sent reliably.

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Running a company-based workflow every single time anything changes on the record base on the 'Last modified date' is an option, yes – thank you for sharing your workaround. This comes with the big disadvantage that the company activity timeline, specifically the workflow entries, become unusable because of the sheer volume of logged entries.

[MHolzer]

@karstenkoehler 

My bad!
I missread that then.

then let me apologize for being rude and inacurrate in my response here

[CRusso]

Here is the complete flow

[karstenkoehler · Accepted solution]

Hi @CRusso,

The issue here are likely your enrollment and branch criteria. If these are checking whether there is an activity with a create date within the last day, for example, then HubSpot will not necessarily check for the latest activity.

For example, if your branch checks whether there has been an incoming email in the last 24 hours, but there has also been a new call, then the new call condition gets evaluated first and is also true.

The only way I see around this issue is creating separate workflows for each notification you're trying to send ( = for each activity type).

Unfortunately, there is another impediment. Company workflows cannot re-enroll records based on activity properties. There isn't any way to re-enroll a company immediately when an activity of a certain type happens. While there are workarounds, they're limited to one logged activity of that type within 24 hours. It would make you're process unreliable, unfortunately.

This is all to say and explain that what you're currently trying to do is unfortunately not possible out of the box. Until HubSpot introduces activities within the event enrollment triggers in company based workflows or generally activity based workflows, this type of notification cannot be sent reliably.

Best regards!

[Ben_M]

What are trying may be tough without some structure around your process. Your current query will pull company's associated to any activity where an activity is created by any of the users. So it won't look for the 2 specific activities you need. Something like this I would scope out the process and try to create some structure around the activities, ie:

- Are the tasks always sequential, could they be written one at a time once closed?

- Can they be any type or maybe a custom type altogether?

- Can they have a standard naming convention?

- Could the activity be standardized to a task instead of looking at all activities?

[CRusso]

I removed the names with the filters but there will be names for 2 people who I am pulling the activities for. 

The structure is I need it to trigger when an activity is logges on the Company & pull only the most recent activity. I then need to use the info from that activity for a notification. 

Frankly, I dont think this should be this difficult. Ive used other flows like this & they've all been pretty capable of doing that relatively easily.