Documentation focused on customer relationship management function, automation and systems that handle processes or regulate/update data.

HubSpot has many “Hubs” that support Marketing, Sales, Content, Operations and Service. My speciality or focus is specific to the Customer Relationship Management function, automation and systems that handle processes or regulate/update data. This is basically figuring out systems to achieve goals using – ideation, strategy and analysis. If you are interested – HubSpot does offer free education or certifications. I have 12 or 13 certifications that HubSpot offers.

Assignment Flow: Enterprise & B2B Lead Assignment Flow

Issue: HubSpot has a limit of 15 million total deals that can be stored on an account.

We were approaching this but our notification of reaching this number was SERIOUSLY Delayed. We were supposed to be notified at 80% capacity and we were notified around 95-97%. The notification at 95%-97% incorrectly said we were at 80% of our total. This meant we had a fraction of the expected time to create a system for this and I was building a system to manage this that should have been a week or two early. 

The system’s goal: Find a way to reduce our deals and keep the number below the maximum of 15 million deals.

What we had to consider: Any purchase in edX is recorded as a Deal in HubSpot. These deals store various pieces of information that can be valuable. But we could not keep all of them because we were approaching the limit. Also, maybe there was a way to store the information or not lose it even if it was not a deal.

The system I came up with: I decided to prioritize deals based on Purchase or Audit and added a time aspect as well. This allowed me to create a system that could purge our Audit deals but not without losing the data. I created a custom property to store the course selection data of audit deals and transfer to the contact record before we deleted the deal through 2 workflows. Due to the fact that HubSpot did not allow Deal deletion on a mass scale or through automation, I created a Zapier to support that part of the system. 

This system actually uses:

Now, back to what happened here, this deal was set to be reviewed and tested with Ned the next day, when I received an email around 8 pm saying that we had hit our Deal limit and deals were no longer being recorded, because as mentioned, the 80% of deals warning was late and we were actually closer to 100%. So that night I spoke with Ned, tested the system myself and then turned it on as soon as I could. I still use this once a month based on how many tasks are left in Zapier to reduce the overall amount of audit deals in our system.

Marketing Contacts Status – determines billing in HubSpot. We needed a way to track and monitor marketing contacts to keep the number and identify where new marketing contacts are coming from.

Created a property and workflow to monitor this.

Other workflow examples 

Not really used anymore but if we have time.