Looking for advice on how to handle a workflow.

[PHA_iPadag]

Context: We are still in the midst of building out our HubSpot instance and looking for a way to track and automate change orders for our deals. I'm testing in our sandbox and here's where I'm at. 

I've created an automated workflow that copies Deal Amount to an "Original Deal Amount" field once the Deal Stage moves to Closed Won. I've also created the following properties for Deals:
1. Total Additions (Rollup Sum of Change Order fields with Type Addition from Line Items)
2. Total Subtractions (Same as above but for Type Subtraction)
3. Adjusted Deal Amount: Calculated by "Original Deal Amount" + "Total Additions" - "Total Subtractions"

Now my issue with the next workflow I'm trying to create is the following: 

1. It seems that Breeze AI is able to copy/add the values from the Change Order field on the Line Item to the Total Additions field. However, I can not choose the Total Additions field because it's coming up as a Read-only Property. I don't want to rely on Breeze AI for this action since it's limited to 3k calls/month. 

2. I was able to get the workflow to read Change Order fields into "Total Additions" and "Total Subtractions" (using the Breeze AI action) but it was not properly separating values. If Change Order Type for one line item was "Addition" and Change Order was $2k. And the other line item was marked "Subtraction" and Change Order was $1k, then it was reading both Total Additions and Total Subtractions as $3k. 

Here's an example of the workflow I've started. I had deleted the AI generated action for the Subtractions branch as I was trying to figure out how to replicate it without AI. I apologize if this is a straightforward problem, still trying to learn HubSpot and all its quirks. Appreciate any insight. Cheers!

[Josh · Accepted solution]

Here are more details, in case anyone else runs into the issue.

The objective was to copy values from specific line items associated with a deal. At this time you cannot filter the specific line items that are in the workflow based on a custom line item property, only based on the association or updates. The only way to use a workflow to accomplish this is by using a custom code action. 

The other issue of being able to copy values was the result of the target property being a rollup property. It would be feasible to copy a number from a line item into a number property vs rollup.

I don't believe the final custom code action is in place yet, but anticipate that route being the best option given the desired outcome!

Josh

[Josh]

Hi @PHA_iPadag,

I think what you're looking to do is going to be possible, but I'm having a hard time following based on how it's described here. I'd be happy to work with you on this if you want to book a meeting.

When we solve it, I'll come back and post the solution.   

Josh

[PHA_iPadag]

Hi @Josh,

That would be great actually. I've still not found a workaround for copying a value from the line item field into my rollup property on Deal side. I do have to double check would scheduling a meeting using the link here cost me anything? I'd just have to run any decision like that with my boss prior to proceeding. 

Let me know if I can clarify my issue further. Thank you!

[Josh]

Hi @PHA_iPadag,

I'll help you for free! 

[Jaycee_Lewis]

You're remarkable @Josh 🙌 — Jaycee

[PHA_iPadag]

Great, thanks for the quick response! I'll book some time now. Looking forward to speaking with you!