Hubspot

Internal notes

Internal notes are an extremely helpful feature as they inform departments of urgent and important information regarding a specific order at a glance. They can be found in the properties column on the left hand side of an orders page in HubSpot. These should only be brief notes, and can refer to the larger order notes if more details are required.

This is mostly used when the orders are being proofed or or vended. Some of the most common notes to use would be:

"New shipping address"

"Shipping Labels"

"Awaiting rush payment"

Internal notes can also be used to mark an order as urgent to let the graphics team know it needs to be prioritized in the proofing queue. This should only be used for orders that are on extremely tight deadlines and when there is only a short time left before the cutoff time. 

It is important that these are updated any time new information is received. If the address is updated in the main notes, the internal note needs to be adjusted from "confirming address" to "New address". This lets production know it has been confirmed and that they need to check the notes when vending. Missing this step may cause delays with the order.

Properties

Properties are the information fields found on the left hand side of each order page on HubSpot. Your properties list can be customized to include the most relevant information to you. Some useful properties to add include shipping address and all tracking properties. To add a new property to your view, please follow the steps below. Each department will have different properties that they need added, so add whatever makes most sense to your role. 

1. Scroll down and choose ‘view all properties’. Here you can find all of the properties that can be added. 
2. Using the search bar, type in the information you are looking for. 
3. When you find the relevant property, choose ‘add to your view’. 
4. If you would like to take a property off of your view, you can also choose ‘remove from your view’. 

Creating tasks

Tasks are a useful tool in HubSpot that can be used to keep track of your workload throughout the day and to help ensure nothing is missed or forgotten about. Tasks can be assigned to yourself or to others.

An example of a task you may set for someone else would be a refund task, while one you may set for yourself could be to follow up with a client to whom you had previous sent out a quote or additional information.

To set a task, follow the steps below:

1. Go into the task list and click the orange ‘create task’ button. 
2. Input the title, this should be a brief explanation of what you/someone else needs to do.
3. If it is to do with a specific order number or contact, you can enter this under ‘associate with records’ to link it in HubSpot.
4. Assign the task to the correct person or team. 
5. Under the due date, choose the date and time you want this to pop up on the task list. 
6. Click ‘create’.  
7. The task will now appear in the correct person's task list at the assigned time.