How can I build a workflow that sends internal notifications on activity count?

[JFeighery]

I need to create a workflow that sends an automated internal email message every week of the phone calls that each member of our sales team made the previous week.

Ideally, the message would look something like this:

Last week's phone call numbers:

- Bob: [X] calls

- Linda [Y] calls

- Jane [Z] calls

I know how to set up every part of the workflow except for Activity Count (the [X], [Y], and [Z] above). Is there a way to do this within Hubspot?

[franksteiner79 · Accepted solution]

Hi @JFeighery 

I do not think that this is possible - any email personalisation is tied to objects and users are not objects in HubSpot.

The more common approach is to build a custom report on call activities broken down by who did them and schedule a weekly email that sends that report to internal users. Note, whoever you want to send this to needs to be a HubSpot user. 

Frank

[ChrisBabelquest]

There are a bunch of ways you could approach this but would it not be easier to put a weekly activity report on a dashboard and set the dashboard to send itselft to you once a week? 

[JFeighery]

Thank you for this response! I do have these reports built and on dashboards, but this was a special request from my boss to have the information presented to him plainly in an email. I understand that it's not the easiest/most streamline way to go about surfacing this information, but do you know of any ways to meet my boss' request?

[ChrisBabelquest · Accepted solution]

If you build the report as they want to see it you can email just a single report - video showing this https://share.vidyard.com/watch/aQR1y1ogbN17BLfhNB8g3Q  

Failing that there is probably something you can do with custom code but it would potentially be complicated

[franksteiner79 · Accepted solution]

Hi @JFeighery 

I do not think that this is possible - any email personalisation is tied to objects and users are not objects in HubSpot.

The more common approach is to build a custom report on call activities broken down by who did them and schedule a weekly email that sends that report to internal users. Note, whoever you want to send this to needs to be a HubSpot user. 

Frank

[JFeighery]

Thank you for this response! I do have these reports built and on dashboards, but this was a special request from my boss to have the information presented to him plainly in an email.