Transfering Marketing Formular Entries into a Deal

[maximilianr]

Hey, 
we are currently working on our onboarding process for new client companies. 

We use two forms at two different points in time in order to gather the information we need in order to have a smooth and effective onboarding. 

I got two questions regarding that.

1) Is it possible to build a workflow that sends out a mail containing the form to the right contact person of the company? 
I struggle to build that and also to make Hubspot understand who exactly to send this mail to (the contact person) 

2) Once the person has filled out the form, I want to copy the contact information they gave us into the respective deal. 
I am in the process of building a workflow but I am not sure how to specify that it's supposed to be the contact info from that specific person who filled out the form and also how to specify the target deal I want it to copy to.
Trigger: form is answeredAction: I want to copy the contact information to a respective deal

[karstenkoehler]

Hi @maximilianr,

Setting this up the correct way can be a challenge, you're right!

Regarding your first question, yes, this can be achieved with a contact-based workflow. You're saying that this is part of your onboarding journey which leads me to assume that the main object here is a deal or a ticket? If you attempt this with a deal- or a ticket-based workflow, you'll indeed end up with the issue that all associated contacts are sent the email – or the ones labeled with a specific association label.

Instead, you would have to rethink your workflow as a contact-based workflow. Let's assume "Onboarding Fragebogen" is a deal stage. It would be compelling to create a deal-based workflow – however, out of the box, that doesn't let you choose a contact to be the recipient, only all associated contacts. If you have labeled the associated contacts with a unique label, you can specify so.

If not, you would create a contact-based workflow that enrolls contacts who are associated to a deal in the stage "Onboarding Fragebogen". You can then add additional enrollment criteria to make sure it's the exact person you want to enroll.

Regarding your second question, this is a bit more complex. (Unless the form submission is creating the deal. In that case, let me know and I'll outline this path.)

Yes, you can copy information from a contact into a deal, however this will again affect all associated deals (unless you've implemented specific association labels). This is not an issue if the copied fields simply don't apply to all deals. For example, let's say you have a sales deal and an onboarding deal. It doesn't matter whether the "Onboarding Fragebogen" information is copied to both, you can probably simply ignore it on the sales deal.

However, if there are potentially multiple onboarding deals or there is a risk of data being overwritten, things get a bit more complicated. There will always be three properties involved – the contact origin property, a background deal property, the target deal property.

Here's what the setup would look like:

1. Contact-based workflow copies value from contact origin property into background deal property of all associated deals
2. Deal-based workflow copies value from background deal property to target deal property

In step 2, you can define clear enrollment criteria as to which deals this should apply to – something you can't do in step 1 as this affects all associated deals.

You can of course work around this by manually assigning association labels to all records. However, this poses a bigger risk of error in my opinion (until HubSpot lets us assign association labels automatically).

I know this is a lot. Let me know if you have any follow-up questions!

[maximilianr]

I have one more question: 

This is how my workflow looks now. Does this mean the property is only copied into deals that are associated with the contact that filled out the form? Or do I have to implement this condition somehow? 

Sorry for the low-level questions, I'm pretty new to this. And thanks for the help! 

[karstenkoehler]

Hi @maximilianr,

Correct, this workflow would copy the value from the form field into all deals associated to the enrolled contact – not just the most recent deal, not a specific one, all deals.

This is because you haven't specified an association label (see my previous response). If association labels are not an option, you would have to go the route of the background properties (also see my previous response).

If copying to all deals associated to the contact is what you're aiming for, then yes, you're all set.

Best regards!

[maximilianr]

How exactly would I use association labels in that case? 
Goal is to copy the property value only into our Account Management Pipeline Deals. 
If I have linked a contact "contact person" via association to a certain deal, can I use that association label to have the workflow copy the property values only into the deal with the association label "contact person"? 
Would it work like in the picture (In this case the association label is "AM Kontaktperson")? Or do I have to do something different? 

[karstenkoehler]

Hi @maximilianr,

Correct, you're now limiting the copy action to certain association labels only. However it looks like you have given a contact label to a deal – might be a bit confusing. But it should serve the same purpose.

Have you reviewed the article on association labels that I shared earlier? https://knowledge.hubspot.com/crm-setup/create-and-use-association-labels#use-association-labels-in-...

This explains in detail how these labels work in workflows.

[maximilianr]

I thought the association label always is bi-directional? It's supposed to serve the purpose of knowing directly who the contact person of a deal/company is for us. That's why I went with this. 
What would make more sense in your opinion? Don't want to get confused in the long term 😄 

[karstenkoehler · Accepted solution]

Hi @maximilianr,

Association labels have directions – however, maybe at this point it would make sense to just test this workflow on a few test records to see if it's behaving like you want it to.

Without having the bigger picture, access to your portal and understanding your long-term goals, it's not possible to give a generalized answer unfortunately.

But again, I'd recommend creating a few test records and checking if everything behaves as expected. You can always rename association labels.

[maximilianr]

Hey, 

thanks for the elaborate answer. 

In both cases, you've mentioned specific association labels. Can I and how do I use those, if possible? 

[karstenkoehler]

Hi @maximilianr,

Sure! You can instructions for association labels here: https://knowledge.hubspot.com/crm-setup/create-and-use-association-labels

[TomM2]

Hey @maximilianr there's a few things you're looking for which will help here. 

1. For sending notifications to a specific person with the form submission information. You want to trigger an email send from your workflow. See internal or external communication in the steps here. 
   1. This email can contain personalization tokens. Which will populate with contact properties submit on the form for the contact who has submit the form. These will automatically populate the information. 
2. There is a workflow action to copy a contact property value. You can use this to copy values from the contact property (which would be populated by a form field) into the associated deal. It looks like you have set this up already. To specify a specific deal, you probably want to use a deal based workflow, this will allow you to choose the enrollment criteria for the specific deal, then have the action for that deal be to copy data from the associated contact into it. If you use a contact workflow you will have to choose an association label to choose the deal.