HubSpot "Aha-Moments"

JessicaH
HubSpot Alumni

Hello everyone,

 
My name is Jess and I'm a Community Manager here at HubSpot.
 
Every now and then it happens to me that I learn something about HubSpot and it feels like a moment of sudden insight, literally an aha-moment.
 
aha moment.gif
 
Often these things are related to HubSpot tools, the HubSpot ecosystem or integrations. In this thread, I would like to share some of these aha-moments and also encourage everyone to do the same if you have experienced the same feeling of discovery. 

A few things to keep in mind:
 
  1.  Use the format: Did you know that...
  2. Only use aha-moments related to HubSpot or HubSpot integrations
  3. No aha-moment is stupid. If the learning awarded you with a feeling of insight other users might feel the same. So feel free to share!
  4. Keep the community guidelines in mind (https://community.hubspot.com/t5/Guidelines-Announcements/HubSpot-Community-Guidelines/td-p/4)
 
That's it!
I'll start 😉

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34 Replies 34
JessicaH
HubSpot Alumni

Did you know that "Time in Deal Stage"  will reset to 0 if a deal re-enters a deal stage after having left it.


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JessicaH
HubSpot Alumni

Did you know that importing contacts as part of an opt-out list does not actually create contacts - it merely updates the email address’ subscription status for your portal on the backend. Thus, it doesn't count towards the portal's contact limit

  • If a contact already exists in HubSpot, is added to the opt-out list, then removed from the CRM, their record will remain in the opt-out list and continue to not count per the limit
  • But if a physical contact record exists in your portal, unsubscribed or not, they will count towards your total contact limit

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jennysowyrda
Community Manager

Did you know that a contact's engagements will auto-associate with their deal (and populate on the deal's timeline) if the deal is in an open stage (i.e. is not any of Won or Lost).

AmandaP
Participant

Did you know that if you edit a contact's Original Source, it erases the drill down 1 and 2 properties..

PamCotton
Community Manager

Hi @JessicaH ,

 

What a great idea starting this thread 🙂

 

I will be sharing mine...

 

Do you know If you have multiple Google Calendars, but want to restrict one from connecting to HubSpot, you can do so in the Google Calendar settings?

 

  • Click on the 3 grey vertical dots next to the calendar name
  • Settings and Sharing
  • In the Access Permissions section, unselect the box next to "Make available to sync with HubSpot".

 

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Carolyn_M
Contributor

Did you know that you that if an email was sent to multiple lists, you can analyze the performance by those individual lists or as one email send..

JessicaH
HubSpot Alumni

Did you know that if you centre a  workflow around a date property but then change that date property to a different date, the actions would execute based off of the old date. If you want to base it off the new date, you'd need to have the contact unenroll from the workflow and reenroll based on the updated property.


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Premier_Will
Participant

-

0 Upvotes
CraigA
Participant

Brilliant!  I didn't know I could do that!  I was sending separate emails to keep data analysis separate.  This will save me loads of time.  Was easy to find.  I like that HS is so intuitive, lot's yet to discover for ahaa moments like this!

sharonlicari
Community Manager

Hey @Josh @Mike_Eastwood @AdamLPW @StefaniUAT @dianalcont @mike-ward @rikkilear @Daniel_Bleich @willsmith @karstenkoehler I want to bring to your attention this section! I think you have so much to add and learn 🙂

 

have fun

Sharon


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Josh
Recognized Expert | Platinum Partner

Did you know that you can use active lists and list membership as a way to get around enrollment limitations for workflows or to improve lead scoring criteria?

 




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Josh Curcio

HubSpot support and inbound marketing for OEMs, contract manufacturers, and industrial suppliers.
HubSpot Platinum Partner & HubSpot Certified Trainer

AdamLPW
Key Advisor

Did you know that when you're composing an email from within HubSpot in your browser you can now (this changed in maybe June) select any text and insert a meeting link without changing the text?

For example, if your meeting link normally displays as "book some time in my diary" but, in the context of this email, you'd rather say "find some time for a chat", just select that text, insert the meting link, hey presto.

I was so blown away by this I had to reach out to Support and thank them - I'd been inserting links then changing them for AGES!!! Smiley Very Happy


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"The rest of my advice has no basis more reliable than my own meandering experience. I will dispense this experience... now!"
karstenkoehler
Most Valuable Member

Did you that you can create custom owner properties in HubSpot in addition to the default "Contact Owner"? Sales owner, services owner, etc.

 

I didn't know about this until recently.

 

It's especially useful if owner properties are needed both for user permissions (e.g. which user can view/edit/communicate with contacts in the tool) and for personalized emails from different teams (e.g. automatically populating from name and from email in an email).

 

I've used this to

a) limit permissions and contact access for regional marketing teams in international companies (using the system default contact owner) and

b) creating a sales owner property for from-rep-email-sends

 

The steps are explained here: https://www.hubspot.com/product-updates/assign-objects-to-multiple-owners-using-custom-owner-propert...

Karsten Köhler
Freelance Digital Marketing Advisor

Beratungstermin mit Karsten vereinbaren


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JessicaH
HubSpot Alumni

Did you know that you can’t add the “internal contact record” personalisation token unless the email has specifically been saved for automation? Otherwise, it just won’t appear as an option.


Wusstest du, dass es auch eine DACH-Community gibt?
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GeorgeThomas
Guide | Diamond Partner

@JessicaH  "Did you know that you can’t add the “internal contact record” personalisation token unless the email has specifically been saved for automation? Otherwise, it just won’t appear as an option."

 

I ran up against this one a while back and it was for sure a, "what the heck" moment! A great one to share here!


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George B. Thomas

Inbound Evangelist

LearningOps | Impulse Creative

Trainer, Speaker, Catalyst

239-244-8812
george@impulsecreative.com
https://impulsecreative.com

walterw
Contributor

 I know one!!! ☝️

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KyleJepson
Inbound Professor

Fun facts about Sales Hub:

  • Did you know that the fields prospects fill in when booking time through a meeting link is a HubSpot Form? That means you can use it to trigger workflows, filter contacts, create lists, etc.
  • Did you know that when you add an email task to a sequence, you can attach a template to it? When you do, the email template populates the subject line and body of the email when you open the task. That way, you can personalize the emails in your sequence when you send it, rather than having to personalize all the emails in the entire sequence when you enroll a contact in it.
  • Did you know you can add "placeholder tokens" to email templates? These are places where the person sending the email will be required to manually add some information (for example, a call recap). When you enroll a group of contacts into a sequence, you won't be able to finish the enrollment process until all placeholder tokens are resolved.
jackcoldrick
HubSpot Employee

Did you know that if you want to leverage Webhooks in a Contact workflow you don't require Marketing Enterprise. It can be done using the workflow extensions API.

 

This can be useful if you're a marketing professional customer who wants to send data to another system when a specific trigger occurs in the CRM (Page view, CTA click, Form submission etc). 

Jack Coldrick
Solutions Engineer @ HubSpot
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JessicaH
HubSpot Alumni

Hi @Bryantworks @Nynke_HM @ojobson @AM8 @MatthewShepherd @Joe-Kelp @GuyTaylor @JanetArmstrong @DAnaGuiloff @louischausse, I just wanted to inform you about this thread. I'm sure you have some interesting moments to add?

 

Take care!

Jess 


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DAnaGuiloff
Contributor

Did you know you can connect branches of a workflow together by using "go to other action" and pointing directly to it? It has been a life-saver and reduced the complexity of building out duplicate workflows for minor branches in logic. You can learn more about it here.

 

Did you know you can rename your branches in a workflow instead of just using "Yes" & "No"? It is a great way to give quick context as to which path a contact will take in your workflow so you can make sure you have taken all paths into account properly. You can learn more about branching here.

 

Did you know you can test a workflow to make sure it is working as intended? You can select the contact to test for AND have the system send you the emails that the workflow would deliver so you can double check it all quickly. You can learn more about testing workflows here.

 

As an operations-minded person I can absolutely say, workflows in HubSpot have grown tremendously over the past few years and just get better and better. The HS automation system is the best out there, by far, and absolutely worth the upgrade to Marketing Professional for ANYONE that wants to make their efforts more efficient and streamlined.

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Eugenia
HubSpot Moderator

Did you know you can preview / test the look of your email in a number of various email clients (the list of email clients to choose from is truly extensive)?

JenBerenguer
HubSpot Employee

Did you know that you can use lists to set up the criteria of contacts you want to build a report for?

Whenever you're having trouble in creating a criteria for your reports, create a list first, save it and then click 'Action'> 'Create a report'. 

Your report will be automaticaly filtered based on the list criteria.

MatthewShepherd
HubSpot Employee

Did you know you can use URL query parameters to populate HubSpot form fields? Handy for scenarios such as passing data collected on one page to a form on another page e.g. if a visitor is sent from a product/service page, then populate that product/service into your form on the next page: https://knowledge.hubspot.com/forms/can-i-auto-populate-form-fields-through-a-query-string

Also on the topic of URL parameters, did you know you can use HUBL to dynamically change the text on your HubSpot pages based on URL parameters? Useful for creating paid landing pages where keywords change based on the parameters sent through the ad URL.


Matthew Shepherd

Senior Inbound Consultant

Professional Services | HubSpot

He/Him

linkedin.com/in/matthewshepherd/
https://www.hubspot.com/services/professional
Andreas_Ngine
Member | Gold Partner

Did you know that a Deal in your Deal Pipe needs to travel between the stages otherwise the Reports/Dashboards can't visualize that conversion between the stages or visualize that data at all – so actually you need to move through the stages in this example from Appointment > Qualified to buy > Presentation > buy-In > Contract Sent > Closed Won/Lost. As opposed to going directly from Appointment > Closed Won/Lost skipping the inner stages.

 

A little something, something!

 
adyer_MBS
Contributor

@Andreas_Ngine This is good to know. I haven't noticed any issue in my reporting, but maybe I don't know what I don't know. Think you could provide more context/examples?

calliehardin
Participant

Here are our Aha moments from our first 9 months of implementing Hubspot.

 

From our baby HS phase:

Did you know objects (contacts/companies/deals) are separate and so the properties from one object won't show up for the other objects? If there is information in companies you need to inform something for contacts, you might need to create a separate contact property and workflow to pull that information over.

 

As we grew:

Did you know that subscriptions only affect your ability to send emails to folks (if they are opted out) they do not determine who is sent emails. So if I try to send an email to Sam and Sam is opted out of that subscription type then they won't receive that email, but if I set an email to the subscription type "best friends" and send it to a contact list that Sam is not on, Sam won't receive the email even if they are subscribed to "best friends".

 

Did you know that you can personalize the properties that show in the record preview pop-up by hubspot users. Your admin can set the account defaults through "records customization and you as a user can personalize the properties that show under the about section through entering the "View all properties" page of an object record.

 

Did you know that marketing emails can be set by workflow and templated emails under conversations can be set by sequences? Sequences would allow you to customize each email and it might have a better delivery rate since it is coming directly from you. There isn't currently a way to automate subscription to sequences, unfortunately. Here's more on this.

 

Did you know there is a lot of really good content on youtube that will help you set up and resolve issues in hubspot? Here is one good channel.

AHudson
Contributor

@calliehardin  I was going to say your first one from baby phase 👶 It's so simple, but at first it's so confusing.  

 

0 Upvotes
calliehardin
Participant

Did you know that new emails FROM contacts do not get automatically logged?

 

  • Replies to an email you previously logged and tracked will automatically show up in hubspot, but a brand new email initiated by a contact will not actually show up in hubspot automatically. If you get a new email from the contact (that they initiate) you can manually log that to your CRM using the forwarding address (more on that here: https://knowledge.hubspot.com/articles/kcs_article/settings/log-email-in-your-crm-with-the-bcc-or-fo...) and then, when sending the reply, just make sure you select the 'log' box for your reply.
  • Email replies to a message sent through a connected email inbox, either sent directly in Hubspot or in gmail with the Hubpsot Sales extension, will be logged in your CRM automatically. Meaning if a contact is replying to an email that you sent that was not logged to HubSpot, that reply will not be automatically logged. Or, if a contact is the one who initiates a new email chain, that email will not be logged to hubspot either. However, when you receive a reply to an email that was not previously logged, or a new email from a client or contact, you can log it in HubSpot manually using your forwarding CRM email address or by manually copy/pasting it in as a "logged email"
  • Whether or not an email reply actually should (ie can) be automatically logged to the CRM can be a little nuanced at times, so this knowledge doc (https://knowledge.hubspot.com/email/log-email-replies-in-the-crm) has detailed explanations of various scenarios and whether or not an email reply should be logged
  • If you get a new email from the contact (that they initiate) you can manually log that to your CRM using the forwarding address (more on that here: https://knowledge.hubspot.com/articles/kcs_article/settings/log-email-in-your-crm-with-the-bcc-or-fo...) and then, when sending the reply, just make sure you select the 'log' box for your reply
 
GeorgeThomas
Guide | Diamond Partner

Email Button Module

Did you know that when using the button module in the drag and drop email that you can use that button to display a CTA?

Did you know you can also use that same button as a file download, schedule a meeting, email address, email subscription, and more?

 

👉 You can learn more about it here in this video.

 

Screenshot 2021-03-17 085640.jpg

 


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George B. Thomas

Inbound Evangelist

LearningOps | Impulse Creative

Trainer, Speaker, Catalyst

239-244-8812
george@impulsecreative.com
https://impulsecreative.com