Workflow based off Deal Date Property

[devon42]

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!

[StefaniUAT]

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!

[FilipTHEO]

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

[StefaniUAT]

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?

[MherfelPCN]

Question on this - Will HubSpot ever have the ability to create a date based workflow? To me it seems like extra steps to create extra properties. It's almost making a simple process harder. I'm tying to limit the number of properties to keep it clean. 

I'm looking to create a task based on the close date of a deal. I want to follow up semi-annual and then again when the contract is up for renewel. I would love to be able to do 1 workflow (techincally two for the two tasks) based on the close date of the deal. Thoughts? 

[StefaniUAT]

@MHE, 

I understand your want to keep things as clean as possible. I can't speak to the accessibility on the backend but I can say I have thought many times before "Oh, this seems simple" and then speaking with a Hub rep and understanding the negative consequences that could mess up many, many customers. I once thought an update was completely simple and couldn't understand why it wasn't in implementation until I realized it would create an endless loop for some customers which would use up all their API calls (if you are familiar with API). I have learned from personal experience to upvote ideas and speak with customer service with specific use cases for product managers to review. 

I know this is not what you want to hear but I quickly tested out a couple of options... I also don't see a free/enterprise/etc. version so I will give you my best advice and feel free to @ me and reach out. 🙂 

1. Create a Deal workflow that copies the deal close date (native deal property) to a deal close date (contact property). You can then use the contact property to workflow-based off 'deal close date (contact) is less than 183 days and more than 181 days.' (roughly semi-annually depending on how you define semi-annually). You can do the same to copy contract renewal and/or contract start date + delay.

I know it doesn't seem "as easy/clean" to create HubSpot properties/workflows but in my opinion, as long as you are asking and researching from experts, that shows you are using the CRM to the best of your abilities. Not everything in a CRM will be "easy" or "clean" to MOST human standards. It's technology...

(example of above)

Again, I know it's not what you wanted but I am happy to provide further info/assistance/experience, just @ me. 🙂 

[vmora]

Hi @StefaniUAT, thanks for all the examples and information. I have one question about creating a contact property instead of a deal property (for dates), what happen if a contact has more than 1 deal? the contact workflow, with the deal dates associated, would not work for the second deal. Do you have an idea on how to do it?

Thanks!

[StefaniUAT]

@vmora , you would be able to use a deal workflow to copy the date property unto the contact record and then use the date-centered workflow!

[vmora]

@StefaniUAT but if I have more than one deal, the date property unto the contact will be used the first time, and what happen with a second deal? the contact date property will it be replaced by the new one? 

[StefaniUAT]

@vmora , you could choose which deal property you would like to copy over when using the deal workflows. You could also have multiple contact property fields (one or more per deal) that you could copy over and workflow off of. Or you could overwrite the original date with a new date based on a new deal. You have plenty of opportunities for customization based on your needs.

[TiphaineCuisset]

Hi @MherfelPCN 

Thank you for reaching out. 

I'd recommend upvoting this Idea in our Ideas Forum regarding this. You can also subscribe to the idea (Options > Subscribe) to get notified if the status changes. 

Thank you!

Best

Tiphaine

[wcjameson]

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

[StefaniUAT]

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!

[wcjameson]

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.  

[StefaniUAT · Accepted solution]

@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?)

[hollyearly]

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? 

[StefaniUAT]

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!

[wcjameson]

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

Any assistance is appreciated.  

[PamCotton]

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

[StefaniUAT]

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.

[KylieMar]

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.