Automate Your HubSpot Contact Management: A Workflow Solution
Managing your HubSpot contacts can be a real time-sink, especially when it comes to keeping the 'Marketing Contact Status' property up-to-date. One HubSpot user reached out in the community forums looking for a way to automate this process, as manually changing the status each month was proving tedious. Let's dive into the suggested solutions and see how you can streamline your contact management.
The Challenge: Automating Marketing Contact Status
The original poster wanted to automatically update contacts to 'Non-Marketing Contacts' at the end of each month. Initially, they ran into a snag: the 'Marketing Contact Status' property couldn't be directly used as a filter criteria in workflows. They worked around this by creating a segment (list) based on the property, but then discovered that the 'Marketing Contact Status' is read-only and automatically set by HubSpot, likely due to billing implications.
The Solution: Leveraging HubSpot Workflows
Several community members chimed in with helpful suggestions. The key takeaway? You can use the 'Marketing Contact Status' property in workflows, but not in the way you might initially expect.
Step-by-Step Guide to Automating Contact Status:
- Create a Contact-Based Workflow: Start by creating a new workflow based on contact properties.
- Set the Trigger: Choose 'When filter criteria is met' as your trigger.
- Select 'Marketing Contact Status': Under 'Contact properties', find and select the 'Marketing Contact Status' property.
- Define the Criteria: Specify the criteria for contacts you want to update (e.g., all contacts currently marked as 'Marketing Contacts').
- Use the 'Set marketing contact status' Action: Instead of trying to edit the property directly via the 'Edit Record' action, use the dedicated 'Set marketing contact status' action found under the 'Marketing' actions.
- Choose the New Status: Set the new status to 'Non-Marketing Contact'.
One respondent emphasized that finding the 'Marketing contact status' is like finding any other contact property. The trick is to select "When filter criteria is met" in the enrollment criteria, rather than event-based filters.
Another important point: the ability to use the 'Set marketing contact status' action might depend on your HubSpot subscription level, so be sure to check your plan's features.
Scheduling the Workflow
The original poster followed up asking about scheduling the workflow to run automatically at the end of each month. Unfortunately, the discussion didn't include a specific solution for *scheduling* the workflow to recur. However, you could explore using date-based enrollment triggers. For example, create a custom date property and set it to the last day of the month. Then, use that property as the trigger for your workflow.
ESHOPMAN Team Comment
Automating mundane tasks like updating contact statuses is crucial for efficient RevOps. The HubSpot community's collaborative problem-solving is valuable, but it also highlights the need for more built-in scheduling options for workflows. As an e-commerce platform built for HubSpot, ESHOPMAN recognizes the importance of seamless automation and aims to bridge such gaps, allowing stores to focus on growing their business. The discussed solution works well, but we'd love to see HubSpot add native recurring workflow triggers in the future.
By implementing this workflow, you can free up valuable time and ensure your contact management is always up-to-date. It's a simple change that can make a big difference in your overall efficiency.