Ultimate Guide to HubSpot Workflows: Automation Steps

What is a Workflow in HubSpot?

A workflow in HubSpot is a powerful automation tool designed to streamline and automate business processes. It enables you to set enrollment criteria to automatically enroll records such as contacts, companies, deals, quotes, and tickets, and then take action on these records. Workflows can also affect associated records, for example, updating a contact's associated company. This automation capability makes your team more efficient by handling repetitive tasks automatically.

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Creating a Workflow

To create a workflow in HubSpot, navigate to Automation > Workflows. You have the option to create a new workflow from scratch or use a template. Creating from scratch allows you to select your workflow object (e.g., contacts, companies, deals) and type (e.g., blank, scheduled, specific date). Templates provide a guided approach with pre-defined triggers and actions aligned with common goals.

Setting Enrollment Triggers

Enrollment triggers define the criteria for automatically enrolling records into the workflow. These can be based on events or filter criteria. For instance, you might enroll a contact when they fill out a form or meet certain demographic criteria. If you wish to manually enroll records, you can leave the enrollment trigger box blank.

Adding Actions

After setting enrollment triggers, you can add actions to your workflow. Actions are tasks that the workflow will execute, such as sending a marketing email, creating a task, or updating a record. The actions available depend on your HubSpot subscription. You can also use data from various object sources to personalize the actions further.

Managing Workflow Settings

In the workflow settings, you can manage execution times, unenrollment and suppression criteria, and email notifications. These settings allow you to fine-tune how and when the workflow operates, including when actions should be executed and how to handle records that no longer meet the enrollment criteria.

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Turning On Your Workflow

Before turning on your workflow, review all settings and ensure any placeholder actions are completed. You can choose to enroll records that currently meet the criteria or only those that meet the criteria after the workflow is turned on. After activation, you can monitor the workflow's performance and the records it processes through the workflow history.

Managing workflows in HubSpot can significantly enhance your business processes, but what if you could extend these capabilities further through automation? With Bardeen, you can automate tasks that involve HubSpot and other applications, saving you time and ensuring that your data is always synchronized and up-to-date.

Here are examples of what you can automate using Bardeen's playbooks:

1. Add new row to Google Sheets, when HubSpot deal is created: Automatically add deal information to Google Sheets whenever a new deal is created in HubSpot, streamlining your sales tracking process.
2. Create a HubSpot ticket, when an email is forwarded: Turn forwarded emails into HubSpot tickets instantly, improving your customer support workflow.
3. Add a new row to Airtable, when HubSpot contact is created: Keep your Airtable database in sync with HubSpot by automatically adding new contacts to Airtable, enhancing your CRM data management.