Date of Note/s

[VinceRapp]

Hello fellow HubSpotters,

We’re facing a challenge in our sales and marketing process and need your help.

We use LeadLab alongside HubSpot to identify companies visiting our website. In LeadLab, we use lead scoring and automation to mark leads with a score above 70 as "Hot Leads." (Because of the different Databases we use LeadLab and Hubsopot Leadscoring) This information is then written into a note in HubSpot, along with details about the pages visited, time spent, and how many page impressions (PI) were tracked for the company.

We then use an active list to filter for a specific text in these notes ("Wireminds Leadlab"), creating a active list of all companies that visited our site. Additionally, we use a workflow to filter for a specific text in these notes ("LL_HotLead") and write this tag into a custom property. This allows us to filter in the LeadLab list to see which companies are active or interested.

Here’s our problem:
We need a way to automate the removal of companies from the list when the "Hot Lead" tag is older than 90/60 or 30 days. Currently, the workflow scans through all notes associated with a company. So, if a company has multiple notes over a 6-month period, and one of those notes from 5 months ago includes the "Hot Lead" tag, the system will show the company as very active, even if the company hasn’t been active recently.

What we need:
We’re looking for a property called "Date of Note/s" that would capture the date of the most recent note(s). This would allow us to look for the "Hot Lead" tag only in notes created within the last 90/60/30 days and automatically filter out companies where the "Hot Lead" tag is from more than 90/60/30 days ago. Currently, HubSpot doesn’t seem to have a built-in way to do this with the existing properties or workflows.

Any thoughts or suggestions on how we can achieve this?

Has anyone else encountered this issue and found a workaround?

Thanks in advance—any help is greatly appreciated!
Best regards, 
Vincent Rapp

[ScottPennwood · Accepted solution]

Hi @VinceRapp,

What a great (and really unique) use-case for Notes, I love reading about these!

Mirroring what Pam has said, a workflow to update a new "Date of Hot Lead" field would likely solve your problem. 

But I didn't come here just to be an echo! 

Would the Create Date of the note not suit your needs? I have put together a set of reports for a client recently based on when the note was created.

 

[PamCotton]

Hey @VinceRapp, thank you for posting in our Community

Thanks for sharing your challenge—this is a complex but interesting use case! While HubSpot doesn’t currently have a built-in way to track the date of specific notes, you could explore using the API to automate updating a custom property with the most recent "Hot Lead" tag's date. 

Alternatively, syncing data from LeadLab or manually managing the list might help in the short term. I’d also recommend submitting this idea to our Ideas Forum. it’s a great feature request. 

Kindly,

Pam