Intro
In this article, we will explain how to automatically create a ticket (task) in HubSpot after sending your client a message, for example an onboarding checklist to a client via a WhatsApp template.
Video Tutorial
Step-by-Step Instruction Guide
Use Case: After a Deal is won, we change the deal stage to Onboarding and want to send the client a checklist of all the requirements they need to prepare for a successful product onboarding. After the message is sent, we want to create a ticket in HubSpot as a follow up reminder.
Chose Trigger: Updated Deal Stage in HubSpot:
Choose the correct Deal Pipeline.
Then choose the respective Deal Stage, which should trigger the automation.
Note: Because the Contacts are not embedded in Deals in HubSpot and are just an association, it takes a few more steps to find out the contact that is attached to this deal in order to send them a WA template. To do that, add action: Find associations in HubSpot
Add the next action Find associations in HubSpot:
Open Menu of this Action and choose: Halt task if associations not found.
Choose property: Deal ID.
Type of Object we are searching the association in is: deal.
Number of association types: One.
Type of the objects the first object is associated with: contact.
Should this step considered success when nothing is found: No.
Test Step to see what results the association comes up with. It should come up with a Deal To Contact ID with which we can use to find the contact in our HubSpot contact hub.
Add action Get Contact in HubSpot:
In this step you simply add the Contact ID, which in this case is derived from the Deal To Contact data:
Test step and the contact details should come up in the test results.
Then add the next action Find a Contact in Superchat:
In the category Field add Phone number.
Choose the respective value found from Hubspot.
Success when nothing is found: No.
As next step, add Send WhatsApp Template in Superchat:
Fill out every mandatory field and choose the WhatsApp template you want to send.
Add a delay in Zapier (to create a new task to check in after 2 days):
Time delayed for: 2 days (you can customize this to your specific needs).
Add final action: Create Ticket in Hubspot:
Choose the deal information Deal Name as the ticket.
Optional: You can also add something custom to the ticket name, as shown in the example (Checklist Follow-up).
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Do you want us to help you design your process and set it up for you? Then contact our support team (click the question mark in the top right of Superchat -> Contact Support) to discuss the next steps.
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