Multiple deals workflow issue

[CSiragaki]

Hello all, 

After my customer's demand, I created a workflow contact based on trigger " Email body contains: Thank you for your inquiry"

then Create a new Deal and assign it to a specific owner.

The objective is to create a new deal when they respond to an enquiry. The enquiry may involve more than one decision maker.

The problem is that when they cc'd multiple contacts from the same company the workflow creates multiple deals - one for each contact in the email that was cc'd.

Any ideas on how can I prevent this?

[CSiragaki]

Ι finally changed all workflows and made them company trigger based. Now everything works fine!

Thanks again for your precious info. You saved me many days of searching 🙂

[TomM2]

Delighted to hear! Have a lovely weekend 🙂 

[TomM2 · Accepted solution]

Hey @CSiragaki one thing that may help with this is having your team specify which contacts they are logging their emails to. 

If they only log it to the main contact, then it will only trigger the workflow once. 

There's a few options within the workflow but it really depends on your setup and how you use your CRM so it's difficult to determine without knowledge of that. 

I'm not sure if there's a workflow action we could use to avoid this, I thought I might have figured out an if/then branch but upon thinking about it, all contacts will reach the criteria at the same time and thus be enrolled a the exact same time and reach each action. So realistically we need some way to filter out multiple contacts from a workflow and choose 1. 

One thing that might work is the "number of associated contacts" company property. We could say something like:

One way that might work is by using a company workflow instead of a contact one. You could set a company workflow to create the deal using the enrollment criteria for your contacts, then set the workflow to not re-enroll any company records. This would cause them to only be able to go through it once then only create one deal for your company record and not one deal for all enrolled contacts. 

[CSiragaki]

Thanks a lot Tom!

All of your solutions make sense and I think I will go with the one that defines the one contact that Want to be the one with the deal by giving them a specific property field eg. Decision maker.

I think this should work!

[TomM2]

Happy to help! 🙂 Best of luck!