Spot Records Assigned to Former Users & Say Goodbye to Scoring Properties

This week we're building a new dashboard that makes it easy to see records assigned to former employees so that nothing slips through the cracks! Plus, learn what you need to know about the upcoming sunset to legacy scoring properties and discover the latest update promising to reduce clicks and frustration.

What's Inside:

1. On Your Radar: Legacy Scoring Properties Sunset
2. Update Of The Week: Autosave Properties On The Index Page
3. Admin's Assignment: Report On Records Assigned to Deactivated or Removed Users

App of the Month: Arrows

This edition is brought to you in part by the well-known masters of customer onboarding: Arrows! The team at Arrows has been helping HubSpot-enabled companies onboard customers more effectively for years, but they've recently set their sights on the sales process too - and they hit another bullseye.

Arrows' Sales Rooms help your salespeople replace "next steps" emails with a personalized page for every prospect - empowering buyers with the information they need to confidently make a purchase decision and influence other decision makers when you're not in the room.

As if these digital sales rooms weren't helpful enough, Arrows will be dropping a new feature this week that makes it even easier for your team to share the right milestones, resources, meeting summaries, and more, at the right time. Be sure to check back for our deep dive in next week's edition for all the details!

App of the Month is a paid sponsorship from app developers I trust. To inquire about getting your app featured or to learn more, click here.

On Your Radar

Legacy Scoring Properties Sunset

For better or worse, HubSpot is saying goodbye to the "score" property type that powered lead scoring and other scoring use cases in portals for as long as scoring has been possible on the platform. While the new scoring capabilities are objectively better, this is one of those sunsets that's likely to disrupt quite a few users.

What's happening:

• On May 1st, users will no longer be able to create new custom "score" properties.
• On August 31st, existing "score" properties will stop updating and will slowly be removed.

What you can do:

• If you have Marketing Hub Professional or Enterprise, you can move your lead scoring to the new and improved Lead Scoring tool. You will have to manually rebuild your scoring model (as of now there's no talk of a score migration tool), but you'll likely find ways to improve scoring with the new tools available to you.
• If you have Service Hub Professional or Enterprise, you can build health scores inside the customer success workspace.
• If you only have Sales Hub, there will no longer be a way for you to create manual scoring properties, but there is the default deal score property that may be helpful.

Stay tuned for a more detailed Admin's Assignment about how to prepare for this sunset in an upcoming edition!

Update Of The Week

Autosave Properties On The Index Page

Picture this: you're looking at a bunch of contacts and updating properties on the fly, feeling great about having the right info in your CRM...and then you move to the next page without clicking the little orange save button. That's definitely never happened to me...

And with this new beta, it'll never happen for anyone else ever again. As soon as you make property edits in the columns of index pages, the change will be saved automatically! Instead of the little orange save button in the bottom-left of your screen, you'll instead see an indication that your changes have saved and an undo button in case you'd like to back things up.

Here's to fewer clicks and frustrations!

To get a rundown of all HubSpot's January updates + some practical and creative use cases for them, join me this Wednesday, February 5th, for my monthly New & Now webinar!

Admin's Assignment

Report On Records Assigned to Deactivated or Removed Users

Any time an employee departs from a team, there's bound to be some disruption. But ensuring someone takes over the people, deals, or tickets they managed prevents that disruption from spiraling out of control. HubSpot has given us a few tools to keep an eye on this, but this week we're going to build some reports that make it even easier.

By the end of this assignment, you'll have a dashboard of KPI reports that show how many records are assigned to deactivated and removed users. Once you have that, it'll be easier for you to keep those numbers at 0.

The best part is that once these reports are built, they stay up to date even as you deactivate or remove users in the future!

Step 1: Create a Contacts Assigned to Deactivated Users Report

• Create a report using the Custom Report Builder with Contacts as your primary data source and users as your secondary data source.

• Change the chart type to KPI.
• Drag the 'Count of contacts' property to the Values box.
• Drag the 'Contact owner' contact property to the Fields box.

• Open the Filters tab.
• Drag the 'Deactivated' users property to the filter box and add the filter: Deactivated is equal to True.

• Click the orange 'Save report' button.
• Name the report (something like "Contacts Assigned to Deactivated Users").
• Add to a dashboard (either a new dashboard for this purpose or an existing data quality dashboard).

Step 2: Create a Contacts Assigned to Removed Users Report

From within the editor/customize screen of the report you built above...

• Click the 'Save as new report' button at the top of the screen.
• Save the new report with a new name (something like "Contacts Assigned to Removed Users") and update the description.
• Add to the same dashboard as above and click Next.
• Open the Filters tab of this new report.
• Remove the filter for Deactivated.
• Drag the 'Contact owner' contact property to the filter box and add the filter: Contact owner is known.
• Drag the 'Internal User ID' user property to the filter box and add the filter: Internal User ID is unknown.

• Click the orange 'Update existing report' button and save the report.

Step 3: Add Reports for Other Object Types.

Repeat steps 1-2 for other object types, such as Companies, Deals, Leads, and Tickets. The only thing you'll need to change is the primary data source and the report names, and instead of using the 'Contact owner' and 'Count of contacts' properties, you'll use the equivalent owner and count properties for the record type you're reporting on.

Now that you have your dashboard, be sure to keep an eye on it and keep your numbers at 0 across all the reports. Keep in mind:

• You can click into the reports to see the records in question. When doing so, I recommend clicking on the Group data link and grouping the data by Contact owner.

• HubSpot makes it easy to bulk reassign records from deactivated users. Go to Settings > Users & Teams > Click into a deactivated user > Click the "Bulk assign all" button next to records that are assigned to that user.

Shoutout to Maree Deane for reminding us all how important it is to keep an eye on this in her recent LinkedIn post!

I publish this newsletter to help HubSpot admins navigate the firehose of HubSpot updates and tips to get exactly what they need to make an impact. If you find it helpful, please subscribe and help spread the word!

Happy HubSpotting,

The Orange Admin