“Moves,” Manual Accounts and Deals

Overview

When a customer relocates, there will need to be several HubSpot objects created manually instead of letting the regular automated process create them. The customer will temporarily have a custom price/product that is not a match with the product for the new location in the product library until they renew.

Process for “Moves”

When a customer relocates the price must stay the same until the next renewal cycle, so the following steps must happen:

1. The old Account needs to drop, so “NS Drop Date” will be updated via API push.
2. Manually key new Account
   1. 1. New “ARID,” “Utility,” “Commodity,” “LDC Account Number”.
      2. Associate the Account to Contact if it is not already associated.
      3. New “Service address”
      4. New “Zone” if applicable
      5. “Change Type” = Move
3. “Manually created” = Yes
   1. Enter all other necessary Account fields that would normally get populated from the API push from NirvanaSoft.
4. Manually key new Deal
   1. Deal Name - Concatenate several fields into the format:
   2. [accountARID] - [createDate] for [utility] [commodity] [billingCustomerType] [zone]
      1. Example:  192749 - 2025-05-22 for NYSEG Electricity Residential C
   3. Pipeline - select depending on state. 
      1. “New York - New and Renewal”
      2. “Pennsylvania”
   4. Deal Stage
      1. “Contract Active” for Deals you want to be immediately active upon creation
      2. “Contract Pending” for Deals that you want to create but should not be immediately active. 
   5. “Manually created” = Yes
   6. Associate the Deal to the Account and the Contact if it is not already associated.
5. Manually add a custom line item to the Deal that is not in the Product library. We do not want a one-off product to accidentally get picked up by other Deals.
   1. Go to the Deal you just created. 
   2. Add a line item.
   3. Leave “Contract Term” blank. 

HubSpot Automation for “Moves”

When an Account or Deal is manually created, HubSpot automations will behave in the following manner:

1. As long as the “Manually created” checkbox is set to “Yes” on an Account or Deal, none of the workflows that create objects or add line items will run for that object. The “Manually created” checkbox is an unenrollment criteria.
2. The Ops workflows that perform the following actions will run as normal:
   1. Copying properties
   2. Setting properties
   3. Formating values, such as the UPPERCASE flows
3. Associations and the application and removal of association labels between Deals and Accounts are still handled via workflow, triggered by Deal Stage.