HubSpot Pipeline: Notify multiple owners of changes to deal records

Keep your team aligned by sending automatic alerts to deal owners when 'Next Steps' get updated

Sales is a whirlwind of excitement, but juggling tasks and ensuring everyone's on the same page? That's a different ballgame! Fear not, because we're bringing you a nifty HubSpot hack that'll make your sales journey smoother.

Keep reading to find out how to create a "Secondary Deal Owner" property and an automated workflow that sends notifications when critical deal information, such as the 'Next step,' is updated.

1. Create a property

   • Go to "Property" > "Deals" > "Create new property"
   • Called it "Secondary Deal Owner"
   • Select field type as "HubSpot Owner"
2. Assign Secondary Owner to Deal
   • Now the property is created, go to your deal and click "Properties"
   • Assign secondary owner from the list

3. Create a New Workflow:

   • On the top navigation menu, click on "Automation" and then select "Workflows."
   • Click on the "Create Workflow" button to start a new workflow.
   • Select "Deal-Based"

4. Choose a trigger:

   • Choose an event and then when "Deal Property Changes" and select the 'Next step' property. Set this to occur when property "is known".
   • Turn re-enrolment on

5. Add Actions:

   • Click on the "+" button to add actions to your workflow.
   • Choose "Send Email" or "Send Internal Notification," depending on your preference. Or better yet, a slack notification!

6. Configure Notification Details:

   • Whichever method you chose, make sure to configure email or notification with the correct information.
   • Then specify the deal owner and secondary owner as the receivers.

7. Configure Additional Actions (Optional):

   • Optionally, you can add more actions to your workflow. For example, you might want to update properties, add tasks, or perform other actions based on the "Next step" update.
   Top tip: Create a property called "Next steps updated" and set the next action in this workflow to set a date against this property. Then you can report on how long it takes for next steps to change.

8. Review and Save:

   • Review your workflow settings to ensure everything is configured correctly.
   • Click on "Review" and then "Publish" to save and activate your workflow.

Boom, you're live! Now, you can enhance collaboration and reduce the risk of oversights in the sales process.