Workflow that creates a task after a certain number of tickets (Hubspot Professional)

[FBrandstätter]

My company offers furniture for purchase online. To this end, we provide customers with the ability to order fabric samples online before their purchase. For this, a new ticket in hubspot is created for every fabric sample order. As we use certain real life ressources with every fabric sample order, I would like to create a workflow that alerts us regularly via a task in hubspot after a certain number of tickets (fabric samples) have been created, so that we can check if we need to restock those ressources.

So far, the only option I've found is to incorporate a custom goal into the workflow, which counts the number of tickets; as we are currently using Hubspot professional, and this feature is only available in Hubspot Enterprise, this option is not viable.
I would appeciate any help in creating such a workflow while changing as little as possible in the existing infrastructure.

[karstenkoehler · Accepted solution]

Hi @FBrandstätter,

Just to confirm, you want to get a notification not when a certain contact or company has submitted a number of tickets but when, overall, a certain number of tickets has been submitted?

In that case, I'd recommend creating reports that visualize the number of tickets logged by sample category - and have that report sent to you on a recurring basis: https://knowledge.hubspot.com/dashboard/email-or-export-reports-and-dashboards#manage-recurring-dash...

The good thing about a weekly or daily sent dashboard would be that you can get an overview of the overall situation. While it wouldn't be a notification once a certain threshold is met, you would still get regular updates about your sample and restocking situation.

Let me know if that works with you. I'm not aware of a way that this could be solved nicely within a workflow.

Best regards!

[FBrandstätter]

Hi Karsten,

Thanks for the quick reply and your input.

I will look into integrating the recurring reports into our current process, then.

Best regards,

Felix