Prospecting tool: Multiple leads created based on lifecycle stage

[Bürobert]

We have configured our Leads objects to create a Lead in the Prospecting tool when:
- a contact enters MQL lifecycle stage

- a contact enter SAL lifecycle stage

This works fine when they move from Lead to MQL or SAL.

However when a contact enters MQL and is manually moved to SAL from MQL a second Lead is created altough an "open" Lead already exists.

Is there a way to avoid creating duplicate Leads if an "open" Lead object already exists?
Imho a second Lead for a contact should only be created if no other "open" (as in not Qualified or Disqualified) Lead exists.

[karstenkoehler · Accepted solution]

Hi @Bürobert,

This seems like an oversight by the product team and probably not what they intended – you could reach out to HubSpot support to pass on this feedback to the product team.

In terms of workarounds, the only I see for now would be workflows. Instead of having the default prospecting lead settings that create leads based on lifecycle stages, you could use workflows (and disable the automatic 'pull in leads' settings).

In a contact-based workflow, you'd enroll contacts when they move into the MQL or SAL lifecycle stage and use the 'Create record' action to create a lead. However, before the 'Create record' action, you'd branch to check whether the contact is already associated to a lead. If yes, do nothing, dead end. If no, proceed and create the lead. By doing this, you could avoid double leads for MQLs/SQLs.

Best regards

[FCho]

Hi Karsten, could you explain how you created that branch? I can't figure out how to set up those conditions you showed. Thanks!

[ABGrowthworks]

Hello Karsten, have you ever tried to set active list based on lead X contact association? In some specifics case it seems that hubspot doesnt recognize the associatio...

[Bürobert]

Thanks, I agree on this being an oversight. As this is still in beta maybe this behaviour can be reevluated?

[karstenkoehler]

Sure, @Bürobert, potentially, but HubSpot typically doesn't disclose how long this might take. A workflow is a perfectly solid solution that can be implemented in minutes for the desired behavior.

[PamCotton]

Hello @Bürobert thank you for posting in our Community.

Apreciate you sharing the steps you are currently taking. 

Particularly with the creation of duplicate leads when a contact is manually moved from MQL to SAL. To avoid creating duplicate leads in such scenarios, you may need to implement a workflow to check for the existence of an "open" lead before creating a new one.

I want to invite our top experts to share their thoughts,@Shadab_Khan @jolle @wcraig02 any recommendations to @Bürobert?

Thank you,

Pam

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[Bürobert]

Hi Pam, not sure how a workflow could help here as we are using the built-in feature to auto-generate the leads; if possible we would like to keep it simple and keep using this feature instead of rebuilding it manually via workflows.

[karstenkoehler]

Hi @Bürobert,

I fully understand – but it seems like it's not yet behaving like you would like it to and the quickest workaround is a short workflow like the one I shared. It's either that or waiting for a fix.