Yearly Anniversary Email list and workflow

[LJohnson73]

I am trying to create an email workflow that will send customers who opened on of a specific suite of products an email every year on their anniversary.  Whether working through lists or workflows, I can't seem to get it to send to JUST the customers I want.

I created a list that pulls customers with accounts just in this product suite (although they may have other accounts).  Then I tried creating a workflow using this list to send an email on the anniversary date.  

The problem I'm having right now is that if a customer has another account typed open, it will look at that account and use that open date instead of only using the open date for the account type I want.  I don't want to exclude customers who have other accounts, but I don't want to send an email on the anniversary of the other account types, only this specific product suite.  

For example, let's say it's a product suite where all included accounts start with the word "Rewards," i.e. Rewards Checking, Rewards Savings, etc.  So I only want to send to customers on the anniversary of the open date of the Rewards accounts.

The issue I'm having is that if they have a (for example) Rewards Checking opened 9/7/24 and a Basic Checking (not Rewards) opened 7/25/22, it is still considering them to have met the filters on 7/25 because it's looking at the open date of all accounts, not of the Rewards accounts only.  No matter how I try to filter, this is happening.  If they are on the Rewards accounts list and have other non-Rewards accounts, the other accounts are still being included in the workflow.

Is there any way to have the filters look at ONLY the specific accounts I'm including and not EVERY account the customer has?

[LJohnson73]

I think that worked, but now I run into a problem with the date.  I need it to send emails to everyone having an anniversary daily.  So I'm using open date, but there doesn't seem to be a way to set it without picking a specific date.  I tried using "OpenDate anniversary is less than 366 days ago" but the "more than" field doesn't allow you to use anniversary date so I can't set "OpenDate anniversary is more than 364 days ago", and I would need to set both for it to only send to people whose anniversary is today (daily).  Between doesn't work either.  Does HubSpot have a date field that would work for this?  

[karstenkoehler]

@LJohnson73 can you explain the anniversary to me again? How does this relate to the open date? Is it an anniversary of the date when someone opened an email? If so, you would have to first set a custom date property to that date (whenever the open happens). Otherwise that open date will continue changing, won't it?

[karstenkoehler]

Hi @LJohnson73,

Could you explain in a bit more detail how exactly you're documenting/managing products? Is this a custom object, stored on the company/deal, ...? This greatly influences how this needs to be approached.

Assuming that it's a custom object, the solution probably lies within custom object workflows.

Best regards

[LJohnson73]

It is a custom object!  I didn't even consider that part of it.  

We have a custom object called Financial Accounts, and I pull the accounts by type (so using my example above I'm pulling all accounts into a list where Type contains Rewards).

I'm using Open Date (on the same Financial Accounts object) as the field to get the anniversary date.

[karstenkoehler]

@LJohnson73 thanks for confirming – have you tried building an "Financial Accounts" based workflow, then enrolling records based on a schedule?

You could then send automated emails to all contacts associated to the record – or limit it by association label.

[LJohnson73]

It's the anniversary of the date they opened the account.  So if they opened an account (of the specific type I'm looking at) on 7/6/23, I want to send them an anniversary email every 7/6 each year.

[karstenkoehler]

@LJohnson73 assuming that this date is stored in a date property on a custom object, you would enroll "Based on a schedule" (see my earlier screenshot), then select this date property. Set to recur annually and make sure to add an additional enrolment filter for "(date) is known".

[LJohnson73]

If I choose "Based on a schedule" I can set the schedule to a daily send, but then I'm back to the issue of how to get it to send only to people whose open date is the anniversary of today.  I would have to set it as a filter, and that's where I run into a problem.

I don't understand why there isn't just a filter you can set to send based on the anniversary of a date without having to pick a specific date.  I need to be able to set it to "OpenDate is equal to today minus 365 days" like I could in SFMC (I'm not a fan of theirs, but they did have ways to do things that HubSpot seems to lack).   Lots of companies send out birthday offers or anniversary offers, but there doesn't seem to be a way to do that without it being manual in Hubspot. 

[karstenkoehler · Accepted solution]

@LJohnson73 when you select "Based on a schedule", you can select a date property. Just click into the "Date" selector, the sidebar will expand and you can select your date property.

[LJohnson73]

Thank you so much! I think I've gotten it working. You have been a huge help, and I really appreciate you working on this step-by-step with me.

[karstenkoehler]

@LJohnson73 happy to help! Don't forget to add at least one enrolment filter besides the recurring date (such as "Open date is known"). Without it, the workflow won't enroll anyone.

[LJohnson73]

I'm not sure how to start it based on Financial Accounts. If I choose "Create Workflow" and choose "From Scratch" it starts with what Trigger to use, but doesn't give me the option to choose Contact or another Object. From there I can choose the following triggers:
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But I'm not sure which one to choose to use a non-Contacts object as you suggested.

[karstenkoehler]

@LJohnson73 I am only seeing a file name, not an image. Can you please upload again, directly in the browser if you haven't done so before?

[LJohnson73]

Sorry, here it is.  Thank you for helping too.

[karstenkoehler]

@LJohnson73 if you click "Skip trigger..." at the very bottom, you should get to an object selection 🙂