Tips, Tricks & Best Practices

OBetzalel
Top Contributor

Update the Contact Lifecycle stage on association (Creation / Update)

Hi everyone,

I want to make sure that I'm doing this right. I want to create a workflow, that once I create a contact under a primary company with Company Status = "Active Customer" OR if I create a contact and later on I associate it to a primary company with Company Status = "Active Customer" - It will update the contact (child) Lifecycle Stage to "Active Customer". This is the workflow I created and tested (Want to see if I miss something):

 

OBetzalel_0-1701188420264.png

 

Another thing is: I don't understand why we can't trigger the change of the Primary Company Associated (Contact field) to make this the trigger for our automation (Can't use here Event type workflow).

 

Thanks! 🙏

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karstenkoehler
Hall of Famer | Partner
Hall of Famer | Partner

Update the Contact Lifecycle stage on association (Creation / Update)

Hi @OBetzalel,

 

It's better to set this up as a company based workflow that enrolls contacts when the company status is your desired value and when the 'Number of associated contacts' is known. (Use enrollment 'When filter criteria is met')

 

Reenrollment should be enabled for both. When the number of associated contacts changes, the company will reenroll. This will make sure all new contacts get updated, too.

 

You can then use the 'Set property value' action to update all associated contacts.

 

Best regards!

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

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OBetzalel
Top Contributor

Update the Contact Lifecycle stage on association (Creation / Update)

@karstenkoehler My friend, I Appreciate all your help during the last days, really, thank you so much for your assistance 🙏

I updated an existing Company based workflow, is this what you meant?:

OBetzalel_1-1701246882943.png

 

Another thing is, in aspect of best practice:

1. If the company changes to Active Customer, and we check here that the Number of Associated Contacts Is Known, But 0 is also a number and it is known that the number of 0, is is not null value, will the workflow still runs if the number is 0?

 

OBetzalel_0-1701246666959.png

 

2. If the number of associated contact is changing, and according to the workflow I created, It will re-update the contacts that has already the status of "Active Customer" - is that true? if so, aren't we "wasting" here DML actions?

 

OBetzalel_2-1701247088522.png

 

 

Thanks!

 

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karstenkoehler
Hall of Famer | Partner
Hall of Famer | Partner

Update the Contact Lifecycle stage on association (Creation / Update)

Hi @OBetzalel,

 

There's a traditional and new way of setting up enrollment criteria, you chose the new one which should work, yes. You can always check whether your workflow is working by limiting enrollment to just one company (e.g. adding "Company domain name is any of...) and then changing values for this one company to see the outcome.

 

What I just noticed is that you clear the lifecycle stage property. This is generally not recommended as it clears all historic information relating lifecycle stages, e.g. "Became a lead date", "Became an opportuntiy date" etc.

 

Unless "Active Customer" is a value that requires contacts to move back in lifecycle stage, it's also redundant.

 


@OBetzalel wrote:

If the company changes to Active Customer, and we check here that the Number of Associated Contacts Is Known, But 0 is also a number and it is known that the number of 0, is is not null value, will the workflow still runs if the number is 0?


Why would you want a workflow that's supposed to update associated contacts to run when the number of associated contacts is 0? 😉 But yes, if there ever was such a case, some of the number fields are empty instead of being 0 and you would have to add a filter option for unknown.

 


@OBetzalel wrote:

If the number of associated contact is changing, and according to the workflow I created, It will re-update the contacts that has already the status of "Active Customer" - is that true? if so, aren't we "wasting" here DML actions?


Yes, it will, but it's neglible and still the simplest, efficient way to set this up, due to limitations imposed by HubSpot regarding re-enrollment.

 

Happy to help!

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

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