How to Search for Marketing Events in HubSpot Workflows (Using Custome Workflow Business v2)

Purpose

The primary purpose of this workflow action is to search for a HubSpot "Marketing Event" object within a workflow using multiple criteria (such as event name, ID, date, type, etc.) and retrieve its details (e.g., event date, organizer, URL).

The search criteria function as AND conditions, and the action returns the single most relevant (best match) event. The retrieved information is returned as "action outputs" in the workflow.

Use Cases

This feature is useful when you want to dynamically retrieve information about a marketing event related to the contact that triggered the workflow and use it in subsequent actions.

• Copying Event Info to Properties: Search for an event based on the event name (stored in a property) that a contact registered for, and then copy the event's "Event Date" or "Organizer Name" to the contact's custom properties.
• Automating Follow-ups: Search for events by "Event Type" (e.g., "Webinar"), retrieve the event details, and dynamically change the content of the follow-up email.
• Automating Event Registration (Advanced): (Assuming combination with another API action) Search for an event by name, and use the retrieved Event ID to automatically register the contact for that event.

Setup and Execution Steps (As seen in the video)

The video shows the process of searching for a marketing event named Virtual cooking class and retrieving its details (like organizer name and event type).

Step 1: Check Data Before Execution

• Open HubSpot's "Marketing" > "Marketing Events" screen.
• Confirm that the target event, Virtual cooking class, exists.
• Check that its Type is Webinar and its Organizer is Chef Joe.

Step 2: Check Workflow and Trigger

• Navigate to the workflow editor.
• For demonstration purposes, the trigger (enrollment criteria) is set to activate when the "Event Date" property value is changed.

Step 3: Add the Custom Action

• Click the "+" icon in the workflow to add a new action.
• From the action selection panel, choose "Custome Workflow Business v2" from the "Integrated apps" section.
• From the list of custom actions that appears, select "Marketing Event Search Action."

Step 4: Specify the Search Criteria

• The configuration screen for "Marketing Event Search Action" opens.
• Event name query: Enter the name of the event you want to search for. The video enters "Virtual cooking class". Property tokens can also be used here.
• Other Search Criteria: You can add any of the following as additional AND conditions:
  • Event ID query
  • Event date
  • Event type query
  • Event URL Property
  • Event Start/End DateTime Property
  • Event Custom Property
• After configuring, click "Save."

Step 5: Activate the Workflow and Confirm Execution

• The "1. Marketing Event Search Action" is added to the workflow.
• Activate the workflow ("Workflow is On") and perform the action that meets the trigger criteria.
• Navigate to the "Enrollment history" tab and click on the execution history for the enrolled contact (Brian Halligan).

Step 6: Verify the Final Result

• The execution "Event details" will appear on the right side.
• The action is shown as "Successful."
• In the "Action outputs" section, you can confirm that various details from the matched event have been retrieved as values:
  • eventName: Virtual cooking class
  • eventType: Webinar
  • eventOrganizer: Chef Joe
  • eventStartDate: ...
• These output values can be used in a subsequent "Set property value" action to save and leverage them on the contact's record.

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