Is it possible to create an internal quarterly Customer Success task?

[ACFraz]

I am trying to create a Workflow that does these steps below, but it has been seemingly difficult to create.

1. Assign a task to the Customer Success Lead on every current and active Customer profile to schedule a check-in meeting with [company] on a quarterly basis.

2. If this task has not been completed in 2-weeks, send a reminder to the Customer Success lead until the task is completed.

3. Once the task is completed, the only next task will be sent to the lead will be for the next Quarterly Meeting that needs to be scheduled at the 90 day point ... and repeat.

I was chatting with HubSpot support for almost two hours about this, and the best solution they could come up with was to create 1 Static List and 3 seperate workflows to achieve what I was looking for. To me, this solution feels very complicated. It seems like a simple idea, but is this the easiest solution for this?

[karstenkoehler · Accepted solution]

Hi @ACFraz,

This will indeed require a couple of workflows. Here's what I would suggest:

1. Start by creating a Q1 workflow which runs on a schedule each January 1 (or 90 days before January 1*): https://knowledge.hubspot.com/workflows/use-based-on-a-schedule-workflow-enrollment-triggers?hubs_co...
2. Limit enrollment to your customers
3. Create a task for the customers success lead
4. Add a two week delay
5. Add an and/or branch to check if the enrolled record is associated to a completed task with a create date less than 14 days ago, task status = completed and task title corresponding to the task you created in step 3
   1. If yes, nothing happens
   2. If no, create reminder task
6. Repeat steps 1-5 for Q2, Q3, Q4 (which means that you have a total of four workflows)

* I'm not sure what you mean by your 90 day point task to schedule the next call. Isn't that what the first task in each workflow is doing already?

Best regards!