Associating Sales Orders to Deals

Goal: Support in maintaining, clean, reliable, and actionable data wihtin HubSpot by streamlining the process of associating Sales Orders with Deals in HubSpot

Key Topics: 

• Workflow Trigger
• Task Creation
• Admin Order Processing Block
• Associate the Sales Order to the Deal
• Video Overview of Full Process

Workflow Trigger

• When a Sales Order is created in HubSpot that has a known Deal URL
  • A Workflow will Trigger
  • The Workflow will then Generate a Task to Associate the SO to the Deal
  • This task will be routed to a shared task view

Task Creation 

• The Workflow will create a Task titled:
  • [SO Name] Available: Please Associate to [Deal Name]
• This Task will contain details including:
  • Asking Admin to Associate to Deal Below
  • Deal URL
  • Associated Company Name
  • Deal Name
  • Owner
  • Sales Order Stage
  • Total Price
• Example task below:

• The task will created and added to a shared queue with a task view titled, Associate Sales Order to Deal

Admin Order Processing Block

• At the end of each order processing block, each admin will take 5-10 minutes to complete any Sales Order Association Tasks
  • There were never more then 12 at a time and the timing was scattered throughout the day
  • Some Admins may have no tasks certain days depending on when the orders sync to HubSpot
• Open the Task View
• Select Start Tasks in the Top Right Corner

• Please complete all tasks that have been created before the end of your block

Associate Sales Order to the Deal

• Once you Select Start Tasks you will be taken to the first task

• You will ensure the SO Number on the Task Banner at the top, matches the Task you are opening up
  • To open the task select the small arrow to the left of the task title

• In the Task Title, copy the SO Number

• In the Task Description, click on the linked Deal URL

• This will open up the Deal the SO pertains to in a new tab
• On the Right Hand Column of the Deal you will see Orders below your contact
• Select Add

• Select Add Existing 
  • You are not creating an SO
• Paste the SO Name
• When you hover over the SO before selecting it you will see the PO#
  • This PO# will either be reflected in the deal name or final quote name

• Select and Save

• You will then see the associated order on the record
  • In the example below, you can see that PO# matches the Final Quote Name

• Close out the tab with the Deal
• You will be brought back to the tab with the task banner
• Complete and Next Task

• Continue until all tasks for that block are completed

Video Overview of Process