Workflow Date renewals

[Cattel001]

I am looking for a way to create a workflow from a property based on a date. I have seen the post from 2017 which the person created a workflow based on a "less than 11 days ago" but I can't seem to duplicate the "less than" option. We created a single line property of a certification date and I am looking to setup a workflow to automatically send an email with the renewal option 30 days prior to the the expiration date listed in their record and then again at the 7 days prior to their expiration date email.

Thank you,

Jenn

[NidzDesai · Accepted solution]

Hi @MelindaNelson,

We wants to keep a track of contract expiration dates so that they can proactively pursue the customer to renew their contracts. An automation workflow will be created in HubSpot that will monitor the Contract Renewal Date of the Company. If the contract renewal in less than 90 days, HubSpot will send the first automated marketing email to engage the contacts in the company. Similarly, a second and third email will be sent out over the period of 60 days and 30 days. After the third email, a task will be created for the HubSpot company owner to personally follow-up with the target company's management team to follow-up on renewal.

No emails are sent out or task is created if the contact renewal date is updated in between the workflow execution and does not meet the criteria.

[louischausse · Accepted solution]

We've built a Recipe to handle Renewals. A Recipe is a small process that you can install in your HubSpot portal. This doesn't require any third-party tool.

Here's a video of how it works:

Watch the video!

Renewal deals are created automatically for each closed-won deals with a known contract end date. Then, a task is generated with a reminder date XX days before that contract end date to notify the deal owner (or another user of your choice) that the renewal is coming soon.

Other settings and configurations are also available to suit your use case.

If you are interested, we can have a chat to setup this recipe on your HubSpot portal.

Learn more here

[NidzDesai · Accepted solution]

Hi @MelindaNelson,

We wants to keep a track of contract expiration dates so that they can proactively pursue the customer to renew their contracts. An automation workflow will be created in HubSpot that will monitor the Contract Renewal Date of the Company. If the contract renewal in less than 90 days, HubSpot will send the first automated marketing email to engage the contacts in the company. Similarly, a second and third email will be sent out over the period of 60 days and 30 days. After the third email, a task will be created for the HubSpot company owner to personally follow-up with the target company's management team to follow-up on renewal.

No emails are sent out or task is created if the contact renewal date is updated in between the workflow execution and does not meet the criteria.

[matangeller]

Thank you for posting your process.  I found this to be helpful.  That said, would you be open to a direct 1:1 call? Second can you tell me some of the outcomes this workflow has produced for you and your team? ( closed deal %, less time wasted on deals that won't happen or are not a good fit for your company, etc.)

[MelindaNelson]

Hi @Cattel001,

Welcome to the Community! Thank you for posting.

It sounds like your goal is to use a workflow to send an email 30 days before the date defined in a custom property. Then, you want to send another email 7 days before the same date.

Property Type

To create a workflow based on a date property, the property must be a date picker property. This process is not possible with a single-line text property, because the date is not recognized in a single-line text property.

Marketing Emails

Create the 30 day email and 7 day email and save them for automation.

Workflow

Create a workflow to send the emails on the desired days. To do this, you can: 

• Create a Contact-based workflow.
• In the workflow editor, click Set enrollment triggers.
• In the right panel, select Contact for the filter type.
• Use the dropdown to select Expiration date.
• Select is greater than 29 days away.
• Click Update filter.
• In your filter criteria, select AND.
• Use the dropdown to select Expiration date.
• Select the is less than 31 days away.
• Click Update filter.

Once the enrollment criteria is defined, add an action to send the 30 day email.

• Click the plus icon + to add a workflow action.
• In the right panel, select send email. Select the 30 day email.
• Click Save.

To send the 7 day email, add a delay sot the email is sent 7 days before the date in the Expiration date property.

• Click the plus icon + to add a workflow action.
• In the right panel, select a delay for a set amount of time. Add a 22 day delay.
• Click the plus icon + to add a workflow action.
• In the right panel, select send email. Select the 7 day email.
• Click Save.

I hope this helps! Let me know if you have any questions!

Thanks,

Melinda | (She/Her)

^{Customer Support Specialist}