Allows you to remove associations between HubSpot records and activity records, directly within a HubSpot workflow. Currently supports 'Emails' and 'Meetings'.
The 'Delete Engagements Based On Filter' action from the Workflow Associations Manager App by Integration Glue allows you to remove associations between HubSpot records and activity records, directly within a HubSpot workflow. This action helps you to clean up and manage your CRM data by disassociating specific activities from records like contacts, companies, deals, or tickets.
By specifying the activity and the associated object, the app removes the relationship between the two, ensuring that your CRM data stays organized and only reflects relevant associations. The action can target specific activities and records, making it highly adaptable for workflows that require cleaning up or modifying activity associations dynamically.
This action currently supports 'Emails' and 'Meetings', removing them from the record based on a filter quiteria.
Potential use case: An automated process that will delete CRM objects (specifically Emails) that are older than 6 months, with the targeted recipient of <someone@example.com>
- Engagement type to disassociate/delete refers to the specific type of engagement(e.g., email, meeting) that you want to disassociate or delete from the target record.
- Engagement property to be searched through for tokens refers to the targeted properties of the engagement that will be searched through for tokens. e.g. Email properties used are 'From Email', 'To Email', 'Email Subject'.
- Remove engagements older than (days) defines the time period to search through before this particular day.
- Remove engagements within the last (days) defines the time period to search through between today and this particular day.
- Activity reference refers to the specific reference of the activity you want to target for deletion or disassociation. You can use properties or tokens to specify which activity or activities you want to disassociate from the enrolled record.
Here’s a step-by-step guide on how to set up the 'Delete Engagements Based On Filter' action in HubSpot Workflows using the Workflow Associations Manager App by Integration Glue:
Step 1: Create a New Workflow
- In your HubSpot account, go to the Automation tab and select Workflows.
- Click on the Create workflow button.
- Choose a workflow type (e.g., Contact-based, Deal-based, Company-based, or Ticket-based) depending on your use case.
- Set your workflow’s trigger criteria (e.g., when a deal is closed, a contact reaches a certain lifecycle stage, etc.).
Step 2: Add the 'Delete Engagements Based On Filter' Action
- After setting up your triggers, click the + button to add an action.
- In the action sidebar drop-down, scroll down and look for the "Workflow Associations Manager App".
- A list of actions will appear. Select the "Delete Engagements Based On Filter" action.
- Click Save to add the action to your workflow.
Step 3: Configure the Action
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Engagement type to disassociate/delete:
- Choose the type of activity (e.g., Meeting, Email) that you want to delete.
- Example: If you want to remove Meetings activities associated with a Contact, select Meeting here.
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Engagement property to be searched through for tokens:
- Define which property of the engagement is to be searched through.
- If the property of the selected engagement contains the token you have entered, the engagement will be removed.
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Remove engagements older than (days):
- Engagement that are older than this set date will be removed.
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Remove engagements within the last (days):
- Engagement that are created between record enrollment time and the set date will be removed.
- Activity Reference:
- Use properties or tokens to specify the engagement reference (e.g., the Meeting Title or Email Recepient).
- Example: If you’re targeting a specific meeting, you can reference the meeting title or any relevant property tied to the engagement.