Workflow - Send email to External email from custom object

[OBetzalel]

Hi,

I want to create a workflow to send an email to external email address from a workflow of a custom object, it seems that it is not possible atm.

Any of you know about a free app to do so? or how this can be achieved?

Thanks! 😀

[trevordjones · Accepted solution]

Hi @OBetzalel ,

It should be possible to have a workflow that allows you to send an email to all contacts associated with a custom object, like this:

But am I to understand that you have a custom object with an email address?  I am curious as to why you would use a custom object for this as opposed to a contact with a type field, since fundamentally activity tracking, attribution, and many other things are built around contacts and you would lose all of that by using a custom object.

Can you tell me more about your applicaiton?

 

[trevordjones · Accepted solution]

Hi @OBetzalel ,

It should be possible to use a workflow to copy the value of that Status field to a Custom Deal Property, then use a simple two-step Zap in Zapier to send an email to whatever address you like, like this.

You can also use Office 365 for this as long as the account is connected.

With the free version of Zapier, any personalization tokens will have to come from the deal record.  If you can afford a $30 subscription for the middle Zapier plan, you can add a step to get data from your custom object and use that for personalization.

 

[trevordjones · Accepted solution]

Hi @OBetzalel ,

As I indicated, this will require a three step Zap in Zapier, like this:

Three step Zaps are available on the $19.99/month Professional Plan.  Not free, I know, but cost-effective and Zapier is a VERY useful tool that can do many things for you, so it is probably worthwhile.

[trevordjones · Accepted solution]

Hi @OBetzalel 

Yes, you can just type the fixed email address into the notificaiton email when you configure that step of the Zap.

Remember, your steps are:

1. Build  a very simple workflow in HubSpot that updates a deal property in HubSpot when  the Custom Object status reaces "Submit". 
2. Then you will use the deal property update as the trigger in Zapier. 
3. Step 2 of the Zap is to get the custom object data from the related Order.  
4. Step 4 of the Zap is to send the email.  At this point you can pull fields from both the order and the deal into your email.

[trevordjones · Accepted solution]

Hi @RBonasoro0 and thanks for the tag @chighsmith ,

In your example, is the manufacturer's rep a contact, or are we talking about an email address on a custom object?

In HubSpot, emails can only be sent to contacts.  So ideally, your manufacturer's rep would be a contact.  (You could use a type field to differentiate between manufacturer contacts and potential customers.)

If your manufacturer's rep is a contact associated to the deal with a label, such as "Manufacturer," you should be able to send this easily with HubSpot workflows.

Hope this helps!

Trevor

[RBonasoro0]

Hi, I am trying to create a similar workflow. When a deal is created, we need to send it to the email on the associated object (sending a lead to a manufacturer rep who will handle the sale). Is there a way to do this without Zapier?

[chighsmith]

Hi @RBonasoro0,

Thank you for posting to the Community!

I'd like to tag in our Subject Expert, Trevor, since he was able to provide the Accepted Solution of this thread. Hi @trevordjones Do you have any ideas for @RBonasoro0?

Cassie, Community Manager

[trevordjones · Accepted solution]

Hi @RBonasoro0 and thanks for the tag @chighsmith ,

In your example, is the manufacturer's rep a contact, or are we talking about an email address on a custom object?

In HubSpot, emails can only be sent to contacts.  So ideally, your manufacturer's rep would be a contact.  (You could use a type field to differentiate between manufacturer contacts and potential customers.)

If your manufacturer's rep is a contact associated to the deal with a label, such as "Manufacturer," you should be able to send this easily with HubSpot workflows.

Hope this helps!

Trevor

[RBonasoro0]

Hi Trevor,

Thank you for responding. Yes, they are also a contact, but I am trying to send them a form field from another contact that has just filled out a Request a Quote form. We created an associated object, the manufacturer rep, so that we could assign the rep based on their location. I have created an association with the Rep Contacts to the Manufacturer Rep Objects. I need to find a way to send the form fields to the Manufacture Rep when they fill out the form to ensure that they can follow up with the lead.

Thank you again for your help.
Rory

[trevordjones · Accepted solution]

Hi @RBonasoro0 -

I would use a sync property and a couple of workflows to share this value across all three records (Customer contact, Manufacturer Rep object, and Mfr Rep Contact).

On the Manufacturer Rep Object, create a sync property that pulls from the associated Contact with the (Label for Contacts who submit forms), most recently updated.

Then, have a workflow that copies this value to the Manufacturer rep's Contact record whenever the value of the field changes.

You can then use the value on the manufacturer rep's contact record as both the enrollment trigger for the workflow that sends them the referral email (Form field value "is known"), AND the personalization token for the email you send them.

[trevordjones · Accepted solution]

Hi @OBetzalel ,

It should be possible to have a workflow that allows you to send an email to all contacts associated with a custom object, like this:

But am I to understand that you have a custom object with an email address?  I am curious as to why you would use a custom object for this as opposed to a contact with a type field, since fundamentally activity tracking, attribution, and many other things are built around contacts and you would lose all of that by using a custom object.

Can you tell me more about your applicaiton?

 

[OBetzalel]

@trevordjones We have a custom object that is related to a Deal object (Not related here to anything with a contact).

We want a user to fill a record of this custom object and once he change the status to: "Submit" - an email should be sent to external email address.

Any solution? 🙂

[trevordjones · Accepted solution]

Hi @OBetzalel ,

It should be possible to use a workflow to copy the value of that Status field to a Custom Deal Property, then use a simple two-step Zap in Zapier to send an email to whatever address you like, like this.

You can also use Office 365 for this as long as the account is connected.

With the free version of Zapier, any personalization tokens will have to come from the deal record.  If you can afford a $30 subscription for the middle Zapier plan, you can add a step to get data from your custom object and use that for personalization.

 

[OBetzalel]

@trevordjones Thanks for the quick reply!

We have 15 fields we need to send from that custom object.

We must use the custom object to send an email, it should not be sent via the deal. We want to keep it as simple as possible and effortless.

Any solution?

[trevordjones · Accepted solution]

Hi @OBetzalel ,

As I indicated, this will require a three step Zap in Zapier, like this:

Three step Zaps are available on the $19.99/month Professional Plan.  Not free, I know, but cost-effective and Zapier is a VERY useful tool that can do many things for you, so it is probably worthwhile.

[OBetzalel]

@trevordjones Thanks!, If we will create a dedicated email address with a user and then we will configure with the IT to forward this email, it will work right?

Thanks!

[trevordjones · Accepted solution]

Hi @OBetzalel 

Yes, you can just type the fixed email address into the notificaiton email when you configure that step of the Zap.

Remember, your steps are:

1. Build  a very simple workflow in HubSpot that updates a deal property in HubSpot when  the Custom Object status reaces "Submit". 
2. Then you will use the deal property update as the trigger in Zapier. 
3. Step 2 of the Zap is to get the custom object data from the related Order.  
4. Step 4 of the Zap is to send the email.  At this point you can pull fields from both the order and the deal into your email.