Internal Email Reminders

[RBabar]

How to generate email reminders to Deal owners to update deals status based on their last activity date?

[karstenkoehler · Accepted solution]

@RBabar workflows automatically pick up records when they meet the enrollment criteria - and they repeatedly do so when you enable reenrollment: https://knowledge.hubspot.com/workflows/add-re-enrollment-triggers-to-a-workflow

[franksteiner79]

Hi @RBabar 

You would do this via a deal based workflow.

Select your triggers, e.g. last activity is more than 14 ago and then send an internal email.

Alternatively, you can also work with deal tags to visually highlight deals that have not had activities in a while. 

Personally, I prefer the latter as sending too many notifications often lead to them being ignored.

Frank

[karstenkoehler]

Hi @RBabar,

You would create a deal based workflow for this and enroll records "When filter criteria is met", then specify that "Last activity date is more than x days ago AND Next activity date is unknown" and that the deal stage is any of your open stages. Consider enabling reenrollment.

You would then simply add a workflow step to send an internal email notification to the owner by clicking the + sign below enrolment.

Best regards!

[RBabar]

I tried this; however it is triggered everytime I enroll deals manually in the workflow- is there a way to check this weekly and trigger this workflow and noone has to manually enroll?

[karstenkoehler]

@RBabar can you share a screenshot of your workflow? Why are you manually enrolling records into a reminder workflow? If set up correctly, there is no need for manual enrollment (which bypasses enrollment criteria).

[RBabar]

[karstenkoehler]

@RBabar what speaks against my proposed workflow (different from yours) and not manually enrolling deals?

[RBabar]

unm.. you would have to ellaborate it to me. The idea is to send emails to deal owners automatically when the activity date id beyond x day. my question is how will this workflow triggered everytime without any intervention?

[karstenkoehler · Accepted solution]

@RBabar workflows automatically pick up records when they meet the enrollment criteria - and they repeatedly do so when you enable reenrollment: https://knowledge.hubspot.com/workflows/add-re-enrollment-triggers-to-a-workflow

[RBabar]

One last question - do I have to attach this workflow to each stage (image attached) of all pipelines? or will this be automatically triggered?

[karstenkoehler · Accepted solution]

@RBabar I would recommend that you do not set this up in pipeline automation, this will not work as expected. Please follow the exact steps of my first reply, with a new deal based workflow in the workflows tool, not the pipeline settings. In the enrollment criteria use "AND Deal stage is any of (your open stages)" to specify which ones. You of course want to exclude closed deals from sending notifications.