HubSpot | Send a SMS or MMS on a significant date (birthday or anniversary)

You can set up a workflow to automatically send an SMS to a contact on a specific date e.g. birthday or anniversary. You can create and schedule these messages using date-based triggers. 

Significant date workflow

To create a workflow based on a significant date or event, you'll need to create a property first and then create the workflow.

Create a property

1. Create a property for the significant date e.g. birthday. You can do this by clicking on the Settings icon (⚙️) at the top-right and then click on the Properties tab (under Data Management). Click the Create property button.

   

2. Configure the property details in the Details tab:
   • Property label - Enter a unique name for the property e.g. Birthdate. This is the name of the property as it appears in your HubSpot CRM, including on records and index pages.
   • Object type - Select the object that will store the property. By default, this is the object you selected earlier. Object type cannot be edited once saved.
   • Group - Select the property group that the property will belong to. A property group is a label used to group similar properties within an object. These are used only within the properties settings. 

   • Description - Enter text to describe the property. This is not required to create a property.

     

3. Click on the Field tab on the left-hand side.
4. In the field type drop-down list, select Date picker and choose how the date should appear on records.
5. Review the Rules, access and preview. When you're ready, click the Create button.
6. In each contact's details, you'll need to add the appropriate date to your new property field as well as make sure they have a phone number set up to receive SMS messages. You can do this by clicking into the contact, click on Actions and then on View all properties.

Create the workflow

1. From the Automation section on the left-side navigation menu, click on Workflows.
2. Click on the Create workflow drop-down button and click From scratch.
3. Click on Met filter criteria.
4. In the Eligible records segment, select Contact.
5. In the Add criteria segment, under Object information, click Contact properties. 

6. In the search bar, search for the property name e.g. Birthdate to filter for received message triggers.

   

7. Set the criteria that meets your requirements e.g. Birthdate is today.
8. When you're ready, click Save.
9. To send the message based on the significant date, click on the + icon to open the list of available actions.
10. Scroll down and click on Sinch SMS & MMS from the Integrated Apps section to open the drop-down.
11. From here, select Send SMS / MMS.
12. Configure the SMS / MMS action.
    • Phone Number: Select from the available contact records in the data variable section.
    • Account: Your Sinch Engage account.
    • Sender ID Name: The options here will reflect the Sender IDs you have available to you on your Sinch Engage account e.g. Dedicated numbers, registered alphanumeric sender IDs. The Account Default is the default Sender ID you have set up on your account in the Sinch Engage platform. If you're using the Account Default setting, any changes you make to your default sender ID in the Sinch Engage platform will be applied to this workflow.
    • Workflow ID: Your workflow reply ID. This will ensure that replies to this message will only trigger actions in a specific workflow.
    • Text Message: Compose your message. You can include any relevant personalization by choosing from the data variable list e.g. First Name.
    • Image URL: To send an MMS, paste the image URL here. Please review the MMS requirements before setting this up.
    • Country Code: If you're sending messages overseas, enter the country code here, otherwise leave it blank to default to your local country.

    • Owner: Select the owner of this action - this selects the email address to which notifications relating to this action will be sent.

      

13. Click Save.
14. When you're ready, click Review and Publish.
    • Select Yes, enroll contacts who meet the enrollment criteria immediately when the workflow is turned on before turning on the workflow.
    • Select No, only enroll contacts who met the trigger criteria after turning the workflow on if you want to send a bulk message to anyone who meets the enrollment criteria  after turning the workflow on.