---
name: automatically-update-case-studies
description: "Automatically Update Case Study Metrics from CRM. Use when case studies quote metrics that were accurate when published and drift out of date. Marketing has no system to refresh them."
---

# Automatically Update Case Study Metrics from CRM

Case studies quote metrics that were accurate when published and drift out of date. Marketing has no system to refresh them.

## When to use this skill

- The user wants to set up or run this workflow: "Automatically Update Case Study Metrics from CRM".
- The user describes this problem: Case studies quote metrics that were accurate when published and drift out of date. Marketing has no system to refresh them.

## At a glance

- Category: Content
- Difficulty: Intermediate
- Time saved: 2 hours per week. This figure is an estimate, not a measured result.

## Tools

Options separated by "or" are alternatives; use whichever the user already has.

- HubSpot
- Google Docs
- Zapier

## Steps

1. Tag case study customers in HubSpot with custom property
2. Create calculated fields for key metrics (e.g., "deals closed since start date")
3. Set up monthly Zapier job to pull updated metrics
4. Use Zapier Google Docs integration to update specific paragraphs
5. Notify content team in Slack when metrics change significantly

## Template outline

Field names, thresholds, and message text are starting points to adapt.

~~~text
Setup:
1. HubSpot: Custom property "Case Study Customer" (yes/no)
2. HubSpot calculated property: "Total Revenue" (sum of deal amounts)
3. Zapier monthly trigger
4. HubSpot: Search for contacts where Case Study = Yes
5. Google Docs: Find/replace {{customer_revenue}} placeholder
6. Slack: Notify #content if revenue increased >50%
~~~

## Guardrails

- Work only in the user's own accounts and workspaces, with their credentials.
- Confirm with the user before any step that writes to a CRM, sends email or messages, spends credits, or moves money.
- Treat every hours, cost, and threshold figure as a starting assumption and replace it with the user's numbers.
- Do not invent data, prices, or results. If a vendor price matters, check the vendor's current pricing page.

## Source

https://gtmplaybooks.io/playbooks/automatically-update-case-studies/