Workflow based off Deal Date Property

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Regular Contributor

Hello -

I am trying to create a workflow based off of a date at the deal property.

From what I can tell, HubSpot only allows a date centered workflow at the contact level.

This is what I'm trying to accomplish:

Send a follow up email 60 days after a lease start date, which is attached to a deal, and 60 days before the lease end date, also at the deal level.

Any thoughts?

Thanks!

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Advisor

@wcjameson , Wait.... That's even easier.

"The goal mainly is to get a task to trigger if a property value/date (admit date) has been reached AND in this specific stage. (Admit - Enrollment)

Deal Stage Admit = Deal Stage PO Confirmed

Admit Date = property value/date (Material ETA?)

 

workflow.png

22 Replies 22
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New Contributor

Looking for something similar - I'm trying to have a task assigned to a person one day after a deal property date happens (and have it occur annually), and since a single contact could have multiple deals (and the need to go through this workflow more than 1x per year), I can't just copy a deal date property over to a contact property and use the date-centered workflow template

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Regular Contributor

Yes, exactly!

 

It's so simple and I don't understand why you can do it for a contact but not a deal. 

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Regular Contributor

Thanks for posting this suggestion. I also need to be able to create a workflow based on a deal date property. We do so  much before and after projects that could be automated and/or prompted if we could use a workflow. For example, an automated email to the contractor requesting follow-up information that is needed every time; scheduling a call with the client and contractor prior to each project; etc.

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Regular Contributor

Hey Devon you can do this already

Send a follow up email 60 days after a lease start date, which is attached to a deal, and 60 days before the lease end date, also at the deal level.

 

Do you have the lease date as a field inside your deal contact (i assume you would) you will need it.

Go to automation - workflows
then create a workflow 

 

trigger workflow when deal - property lease date field / whatever  you call it

is "more than" 60 days ago

 

Save

 

then use if /then branch

 

If yes - send email to client _ (if you have set  templates ) otherwise you can create a send internal email/ or create a task to you as a reminder to send email

Hope this makes sense.


 

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Occasional Contributor

This is fine if the date has expired, but what about for workflows that trigger a certain # of days BEFORE a date?

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Community Manager

Hello @filipg,

 

If there a specific property you are looking to trigger days before the date in the workflow? Also is a deal property?

 

Kindly,

Pam


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Occasional Contributor

Hi Pam, I meant it would be good to have a trigger based on a number of days before certain date. Currently I think that's only possible via center on date for contacts workflow type?

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Advisor

@filipg and @FilipTHEO  You can now have a deal workflow that enrolls when that date is LESS than x days away or more than X days ago . See below: (This is a deal workflow and date-picker properties)

Deal1.png

WF1.png

 

This must be a brand new feature...!

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Occasional Contributor

That's pretty awesome, I swear it doesn't seem to have been there 3 days ago, or is just for deals?

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Advisor
Seriously! I don’t even remember seeing it when I first responded. (The community helps you find hidden gems all the time)! It has worked for me in contact, company, and deal workflows so far. What a great improvement!!
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Advisor

Hello,

I would create a deal workflow that copies the lease date to a custom contact property. You can then do the date centered workflow. Although this does not solve the problem, it may be a workaround. Try it and let me know if it works for you!

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Occasional Contributor

Thanks Stefani! Since in my case it's a deal close date, I would probably need Deal automation right?

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Advisor
Hello again,
You would only need a deal workflow (regular deal workflow or automated deal workflow) to copy the close date from the deal to a contact property. The contact property would be used for the date centered workflow, eliminating your need for a date-centered deal workflow, which is not an option.

Does this make sense?
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Occasional Contributor

I need suggestions also.  I tried doing what was recommended above and it didnt work.  I want to create a task if a deal property date has reached 24 hours " past due".

 

For example... my purchasing uses a deal pipeline to track her PO's.

 

Deal is in "PO Confirmed" Stage

deal is in PO Confirmed stage, and Material ETA is known.

If in deal is IN PO Confirmed and Stage ETA date has past its date, create a task.

Having difficulties setting this up

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Advisor

Okay @wcjameson ,

Let's try to make this happen!

Create a deal stage or deal property to confirm the material has been delivered like "Material Received" - single checkbox.

Then create a contact workflow 

Enrollment triggers: Deal stage is PO Confirmed AND Material ETA is more than 1 day ago AND Materials received is none of yes.

 

This way you are only pulling in and creating tasks for the material orders that have not been received. 

 

What's REALLY strange is that when I was creating this right now, I pulled in the same deal property through deal properties >xyz. I wasn't given the "is less than" or "is more than" option. BUT I pulled the same deal information from contacts >xyz. I confirmed that it was the same field and a deal property. If you don't have the "is less/more than" options try playing around like this.

 

Try this out and let me know if it works for you!

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Occasional Contributor

thanks for the suggestion @StefaniUAT   

 

The issue we are having is it can be in "PO Confirmed" for multiple days  it isnt time line specific for the stage itself.   if it has been moved pasted PO Confirmed than it means its been received so the yes/no properties is just duplication.

 

The goal mainly is to get a task to trigger if a property value/date has been reached AND in this specific stage.  

 

I've seen where it can be done in contacts, but that doens't help much in this circumstance.  

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Advisor

@wcjameson , Wait.... That's even easier.

"The goal mainly is to get a task to trigger if a property value/date (admit date) has been reached AND in this specific stage. (Admit - Enrollment)

Deal Stage Admit = Deal Stage PO Confirmed

Admit Date = property value/date (Material ETA?)

 

workflow.png

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Occasional Contributor

I dont seem to have "Admit enrollment"  Unless I'm completely missing something.  

 

Any assistance is appreciated.  

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Community Manager

Hello @wcjameson,

 

I believe @StefaniUAT  means is to create a custom property "Admit enrollment" to be able to pull that information in the workflow.

 

Kindly,

Pam


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Advisor

Yes @PamCotton @wcjameson, that would be the custom property you are trying to pull on. I just added my personal custom properties as an example.

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Occasional Contributor

I am trying to set up a workflow based off a custom field titled "end date" to where I want it to create a task 120 days BEFORE that scheduled end date for someone then 90, 60, 30 days before that end date. 

Any recommendations or is this even possible? 

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Advisor

Hi @hollyearly ,

The easiest way to do it is in multiple workflows as detailed below. There are easier ways to do it and with fewer workflows, yet harder to explain and set up unless you are very confident in HubSpot and know your data and needs explicitly. 

 

1. Workflows > Contact Workflow > Center on Date Property > End Date > Enrollment trigger: End date is more than 119 days from now > Do next action: 120 days before End Date > Insert desired action.

2. Clone that workflow and change 119 days to 89 days and 120 days to 90 days. 

3. Repeat for the desired days you wish to trigger.

 

Make sure to set up your enrollment triggers to re-enroll if you want them to go through the process again for a new purchase (or whatever is specific to you).

 

You can do it all in one workflow, yet would have to worry about enrollment triggers, date changes, etc. Let me know if this works for you!