Report to count number of contacts enrolled in workflow by user

[JRucker3]

Not sure if I'm using the workflow tool properly, but I created one to automatically push tasks for an outreach cadence (adds tasks to a queue to remind a team member to send an email or call for a follow up for a determined length of time). There's no trigger, they have to be enrolled manually. I'd like to be able to keep count of the number of enrollees on a weekly basis to know whether I'm over the target on my outreach goal. Is there a way to generate a report that tracks the number of contacts enrolled in a SPECIFIC work flow by a user on a weekly basis? Work flow as a data source just has "is enrolled" in custom report builder and does not give me options for specific work flows.

[karstenkoehler · Accepted solution]

Hi @JRucker3,

If you want to create tasks in bulk, then workflows are one of two options, yes, besides manually creating them from the record index page: https://knowledge.hubspot.com/tasks/create-tasks#create-tasks-on-index-pages-and-records

Workflows however allow for the use of personalization tokens and branching logic.

Regarding your main question, the custom report builder currently does not have a data source to report on manual enrollment or even by whom record were enrolled.

If you want to track this, I would do the following:

1. Use one workflow per enrolling user ( = clone your existing workflow for all users that also manually enroll records)
2. Create a date property for each workflow, e.g. "Workflow [name] enrollment date – [user]"
3. After the task creation in the workflow, use the 'Set property value' workflow action to set the date
4. Create a report based on the date

Best regards!