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When a Relationship Manager (or sales person) closes their deal on HubSpot, they will provide a handful of project data that will correspond to the VMSX Project Summary information that we have looked at above.
The closed deal will also assign a Project Manager and Relationship Manager to carry this project forward with the client.
Both of these production contacts will receive an emailed “NEW ORDER” notification. This email will include two primary buttons:
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The data the Relationship Manager can provide is the following.
*Contact / Email
*Company
*Product Type
*Price
*Project Manager
*Project Start Date
*Delivery Deadline
Credit Amount
Allocated Hours
Disbursements
Invoice Terms
Accounting Contact Email
Goals/Aim of the project
Deliverables
Additional thoughts
Video Examples
Key Details for the shoot
Proposed shoot date
Shoot Location
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*Mandatory data |
The closed deal will also assign a Project Manager and Relationship Manager to carry this project forward with the client.
Both of these production contacts will receive an emailed “NEW ORDER” notification. This email will include two primary buttons:
View HubSpot Deal — Takes the Project Manager back to HubSpot to assess all of the information provided by the salesperson. This is includes additional information like previous email conversations, file attachments, and in-depth company details.
Create Project — Takes the Project Manager straight into the VMSX to start completing the draft project set-up. The draft project will automatically include most of the information provided by the salesperson. This is includes additional information like previous email conversations, file attachments, and in-depth company details.
Create Project — Takes the Project Manager straight into the VMSX to start completing the draft project set-up. The draft project will automatically include most of the information provided by the closed HubSpot deal.
Creating the draft project from a HubSpot deal
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closed HubSpot deal.
Creating the draft project from a HubSpot deal
The VMS will do everything it can to automate this process of beginning a project, but sometimes one extra step may be required from the designated Project Manager before you can build out the project and that's to confirm the Office that the Project and the Contacts belong to.
Sometimes Contacts can belong to multiple Offices within the Company, so we need the Project Manager to confirm exactly which to go with. This question will only be asked when the Office is unclear and it will appear like the image below, upon opening up the Project.
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Until an office has been selected, you cannot proceed with the Project. If you are unsure, ask your Relationship Manager! |
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Once the system is happy with the Office that's been selected, you will be taken straight to the Project Summary page and asked to confirm the left-hand column core data fields. All of these will have been pre-populated from the deal, including the Product Type. It is important that you confirm the Product Type is correct before you continue building out your project.
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