Mention users on a workflow

[AH2024]

Any idea how I can mention a certain hubspot user on the notes area of Hubspot Workflows when I create a workflow to assign a task to someone? 

I want to CC other users in our team to inform them as well. Anyway to do that? 

Thanks!

[karstenkoehler · Accepted solution]

Hi @AH2024,

To confirm, you'd like to create a task and, within that task, mention additional users?

As far as I know, that's currently not possible. Mentions are not supported within the task body during automated task creation. You would have to send a separate internal email notification to the additional users to let them know the task was created.

Edit: I also tested to confirm. If you use the @ character followed by a user token, HubSpot will simply format as plain text and not tag the person. Your best option is to send an internal email notification. Alternatively, and I like this better, consider creating a custom report that shows all of the records that have an open task. You can then send this report to your group of users on a, for example, daily or weekly basis. https://knowledge.hubspot.com/dashboard/email-or-export-reports-and-dashboards#manage-recurring-repo...

Best regards!

[franksteiner79 · Accepted solution]

Hi @AH2024 

Not sure I'm following 100%.

You have a workflow that creates a task for user A. You then want to let user B & User C know that a task was created for user A? Did I get that right?

You can do this via internal notifications, however I recommend taking the following into account:

• How many tasks is this workflow likely to create per day/week/month
• In turn how many notifications will these other users be getting

I've seen too many cases where an overuse of notifications lead to people just ignoring them. A better alternative could be to think about reports or a dashboard that shows tasks or simply work with task views.

Frank

[Lucila-Andimol · Accepted solution]

Hi @AH2024 

Thought you cannot mentioned a user inside that note

you can create a notification for the user before or after that step.

 This would notify the use that the workflow worked

but without asigning an specific task.

Maybe this can work too for your use case.

Hope this helps

[franksteiner79 · Accepted solution]

Hi @AH2024 

Not sure I'm following 100%.

You have a workflow that creates a task for user A. You then want to let user B & User C know that a task was created for user A? Did I get that right?

You can do this via internal notifications, however I recommend taking the following into account:

• How many tasks is this workflow likely to create per day/week/month
• In turn how many notifications will these other users be getting

I've seen too many cases where an overuse of notifications lead to people just ignoring them. A better alternative could be to think about reports or a dashboard that shows tasks or simply work with task views.

Frank

[karstenkoehler · Accepted solution]

Hi @AH2024,

To confirm, you'd like to create a task and, within that task, mention additional users?

As far as I know, that's currently not possible. Mentions are not supported within the task body during automated task creation. You would have to send a separate internal email notification to the additional users to let them know the task was created.

Edit: I also tested to confirm. If you use the @ character followed by a user token, HubSpot will simply format as plain text and not tag the person. Your best option is to send an internal email notification. Alternatively, and I like this better, consider creating a custom report that shows all of the records that have an open task. You can then send this report to your group of users on a, for example, daily or weekly basis. https://knowledge.hubspot.com/dashboard/email-or-export-reports-and-dashboards#manage-recurring-repo...

Best regards!