Filter - Check HubSpot Record
This filter allows you to personalize flows and put people on different paths in your flows based your data in HubSpot. For example, you can put people into different email sequences based on the Deal Stage that at least one associated deal has.
It works similarly to the Check Field filter step, but instead of filtering on person data in Encharge, this step filters based on contact data (or associated data) in HubSpot. Apart from contact data, you can also check data in associated HubSpot records.
The filter supports checking the following data:
- Current contact - check the HubSpot properties of the person if a contact with the same email address exists in HubSpot. If the contact doesn't exist in HubSpot, the person will be automatically filtered out from the flow regardless of what filter properties you select.
- At least one associated Ticket - check the HubSpot properties for at least one associated with the contact ticket.
- At least one associated Conversation - check the HubSpot properties for at least one associated with the contact conversation.
- At least one associated Deal - check the HubSpot properties for at least one associated with the contact deal.
- At least one associated Quote - check the HubSpot properties for at least one associated with the contact quote.
- At least one associated Feedback submission - check the HubSpot properties for at least one associated with the contact feedback submission.
It's important to note that if no associated records exist, the person will be automatically filtered out from the flow.
How to set up the Check HubSpot Record step?
1. Select the record type
First, select the record type you want to check.
2. Add the record properties
Then, add the specific properties you want to check by clicking "Add Property":
Note that:
- You can add more than one property to check. The record must satisfy ALL of the properties. For example, if you check for current contacts that have property Country "US" and Lead Status "Qualified", only Qualified contacts that are from the US will match that criteria.
- Each record type (Current Contact, At least one associated Deal, etc.) has a unique set of properties that you can filter by. For example, if you check the current contact, you'd be able to filter by "Date of birth". If you check for at least one associated Deal, you'd be able to check for "Deal Stage", and so on.
3. Add the property value
The last stage of the step setup is to specify the property value.
Let's assume we want to check contacts with at least one associated Deal that is in the "Awaiting response" deal stage. This is how our setup will look like:
Since the Deal Stage has a set of predefined options, it's pretty straightforward to choose the right one from the dropdown:
Checking for a custom text value
In other cases, we might want to set the value to a custom text. For example, we can check for all contacts that have a "Manager" as a part of their job function:
Checking for a value that matches a field in Encharge
We can also check for properties that match a specific property in Encharge. For example, we might want to check if the "Industry" property value in HubSpot matches that of the value in Encharge. For that we need to change the input type to "Map from existing property":
Then, we can select a field from Encharge and the filter step will dynamically check against the value of the field in Encharge. In our case, the Encharge field is also named "Industry", so it's hard to miss. Once you start typing you'll get a list of all of the Encharge fields:
This last use case is a bit more advanced, but basically, we are checking if the Industry property value in HubSpot matches that of the Industry field value in Encharge. Only then, the person will satisfy the condition of the filter step.
3. Connect to another step
Last but not least, we need to connect the filter step to another filter step or action step.
Note that since this is a filter step, it needs to sit between at least one trigger step and one action step for it to work. You can not start a flow with a filter step, nor can you end a flow with a filter step.
The step can be linked on "Yes" or "No". In other words, if the record satisfies or doesn't satisfy the conditions.
In the example below, we send different email nurturing sequences based on which deal stage the contact is in. Notice how we use two Check HubSpot Record filter steps to achieve this:
To the path on the left will go all people that have at least one deal in the "Demo Scheduled" stage. And to the path on the right will go all people that have at least one deal in the "Closed — Won" stage.
Advanced use case: Checking for multiple different record types
You might wonder, "how to check for two or more record types simultaneously". For example, you might want to check all contacts that have industry "Software" AND also have a deal in the "Awaiting Response" deal stage. As you have probably noticed, the filter step supports just one record type.
The solution, in that case, is pretty simple - you need to add two filter steps, one after the other, and connect them. The exact order is not important, but it's important that the two steps are connected. Encharge will first check for the contact and then check for the deal (or vice versa, depending on the order of your steps).
A similar solution would look like this:
