handling multiple associated dated records in workflow

[DFickes]

I have an interesting project. 
We are a home services company -- some of our services include data telemetry through cell phone cards and they need to be renewed yearly after the first five years. 

We have customer Contacts that are associated to a custom record which includes their site (they are done this way because people can have more than one home (site) AND they change hands a lot. 

Now, I have a workflow which adds folks to get a series of renewal emails. Works great if you have ONE site associated to the contact -- however, you can have two and they will have different renewal dates.  Is there anyway to detect the multiples and then in the email LIST BOTH HOMES with their renewal rate?

As a second follow-on, is there anyway to choose the contact & site combination with the earliest renewal date? We have an artifact where we pull any contact pair that has a date next week but when the workflow checks the date it finds the second record which is two years from now and doesn't see the next week record.

[franksteiner79 · Accepted solution]

Hi @DFickes 

I am not aware of doing what you are after out of the box in HubSpot, unless you have Operations Hub and know how to code.

One thing to look at is your workflow itself - I assume you are doing this via contact workflow, correct?

Have you considered setting this up with a "site" workflow - which I assume is a custom object or a deal workflow, assuming you are using deals at all.

That way, you can enrol the individual custom object/deal and send an email to the associated contact x-days before renewal. 

Frank