How to automatically create Deals for new contacts without duplicates?

[TLieberum]

Hey folks, appreciate your help on finding the best way to leverage Workflow to achieve the following goal:

Create a deal for new contact added to the CRM, which has Lead Type = x (manually labeled when creating the record)

--> If there is already a deal associated with their company, the record should be associated to the deal (with all activities logged)

--> If there is new existing deal, a new deal with the company name should be created with all activities logged

Thanks in advance for any tips!

[karstenkoehler · Accepted solution]

Hi @TLieberum,

For your first scenario, you'll need to do a few things:

1. Create and maintain a field on the deal object that contains the company domain name (e.g. via a sync property), https://knowledge.hubspot.com/properties/create-sync-properties
2. Create a contact-based workflow that enrolls contacts that are associated to companies where the 'Number of associated deals is greater than or equal to 1', then use the 'Create associations' workflow action to associate contacts and deals based on the matching values of 'Email domain' (contact) and the property from step 1

Out of the box, this association will not carry over any activities. If you want to achieve this behavior, this would require a custom code workflow action (available in Operations Hub Professional or Enterprise) and working with the HubSpot Engagements API.

For your second scenario, you would use the 'Create record' workflow action in a contact-based workflow. This is a fairly straightforward workflow.

Make sure to review and test thoroughly. Especially with multiple deals, closed deals etc the above can easily increase in complexity – and it can often make sense to rather notify a user to take manual steps versus trying to automate everything. You haven't mentioned your desired behavior in those scenarios.

Have a look and let me know if you have any follow-up questions!

[PPaul47 · Accepted solution]

Hi,

As I know, HubSpot doesn’t automatically link to existing deals unless you use custom code or a tool like Zapier. So for associating deals to the record, that third party integration might be needed.

Other than this, creating a contact based workflow & setting up an additional branch for existing deal check shall & should serve the purpose

Best,

Prateek Paul || Transfunnel Consulting || prateek.p@transfunnel.com

[PPaul47 · Accepted solution]

Hi,

As I know, HubSpot doesn’t automatically link to existing deals unless you use custom code or a tool like Zapier. So for associating deals to the record, that third party integration might be needed.

Other than this, creating a contact based workflow & setting up an additional branch for existing deal check shall & should serve the purpose

Best,

Prateek Paul || Transfunnel Consulting || prateek.p@transfunnel.com

[karstenkoehler · Accepted solution]

@PPaul47 no need for custom code or third-party tools for creating associations, see my previous reply. There is a workflow action 'Create associations. Best regards!

[karstenkoehler · Accepted solution]

Hi @TLieberum,

For your first scenario, you'll need to do a few things:

1. Create and maintain a field on the deal object that contains the company domain name (e.g. via a sync property), https://knowledge.hubspot.com/properties/create-sync-properties
2. Create a contact-based workflow that enrolls contacts that are associated to companies where the 'Number of associated deals is greater than or equal to 1', then use the 'Create associations' workflow action to associate contacts and deals based on the matching values of 'Email domain' (contact) and the property from step 1

Out of the box, this association will not carry over any activities. If you want to achieve this behavior, this would require a custom code workflow action (available in Operations Hub Professional or Enterprise) and working with the HubSpot Engagements API.

For your second scenario, you would use the 'Create record' workflow action in a contact-based workflow. This is a fairly straightforward workflow.

Make sure to review and test thoroughly. Especially with multiple deals, closed deals etc the above can easily increase in complexity – and it can often make sense to rather notify a user to take manual steps versus trying to automate everything. You haven't mentioned your desired behavior in those scenarios.

Have a look and let me know if you have any follow-up questions!