Source: CedCommerce
HubSpot workflows are a great way to automate repetitive tasks and free up your time to focus on more important things. In this article, I'll show you how to create, edit, and trigger workflows in HubSpot.
What are the different types of Workflow in Hubspot?
HubSpot offers three different types of workflows: contact-based, company-based, and deal-based.
Contact-based workflows
These are the most common type of workflow. They're triggered by changes to a contact's information or activity, such as when they open an email or fill out a form.
You can use contact-based workflows to automate tasks like sending a welcome series of emails, assigning leads to sales representatives, or adding contacts to a newsletter.
To create a contact-based workflow, you'll need to start with a trigger. This is the event that will cause the workflow to start running. For example, you might want to trigger a workflow when someone wants to download an ebook on your website or landing page"
Once you've selected a trigger, you'll need to choose the actions that you want your workflow to take. These can include things like enrolling them in an email sequence, adding a contact to a list, or creating a task.
You can easily create a new workflow by watching the below video.
Company-based workflows
These are triggered by changes to a company's information or activity. These are typically used for sales and marketing teams who want to keep track of their interactions with a specific company. You can create workflows based on different situations. Some of them include:
- When a company is created: Send an onboarding email to the sales team
- When a company's address is updated: Notify the sales team so they can update their records
- When a company becomes inactive: Send a reactivation email to the marketing team
Deal-based workflows
Deal-based workflows are triggered to perform changes to a deal's information or activity. These are typically used for sales teams who want to keep track of their interactions with a specific deal.
They can also be used to automatically assign tasks to specific team members, send notifications or create records in other apps.
To set up a deal-based workflow, you'll need to select the object you want to create a workflow for. In this case, it would be the Deals object.
Next, you'll need to specify when the workflow should be triggered. This can be done by setting up rules that are based on specific criteria. For example, you could set up a rule that says the workflow should be triggered when a deal's status is changed to 'Closed Won'.
Once you've set up the trigger, you'll need to specify what action should be taken. This could be something like sending an email notification or creating a task in another app.
Deal-based workflows can be a great way to automate repetitive tasks and make sure that your sales team is staying on top of their deals. By using rules to trigger the workflow, you can make sure that it's only triggered when it's needed. This can help to keep your team organized and efficient.
How to Create your First Workflow in Hubspot?
To create a workflow, follow the below steps:
Go to Automation > Workflows in your HubSpot account
Click the Create workflow button in the top-right corner
Give your workflow a name and description. The name will be visible to anyone who has access to your account, so choose something that will be clear to everyone.
Choose what type of workflow you want to create. Once you've chosen the type of workflow you want to create, click the Next button.
What are the common trigger options in Hubspot?
HubSpot offers a variety of different trigger options, such as when someone completes a form on your website or landing page.
For this example, we'll choose the trigger "send a notification when a meeting is scheduled." This will cause our workflow to be triggered whenever a new form is submitted to our website or landing page and then automatically an "internal email notification" will be sent to all the team members of the company. Ensure to use the Hubspot form on your site as it helps to analyze the total number of forms submitted much better.
After you've chosen your trigger, click the Next button.
On the next page, you'll need to choose the conditions that must be met before your workflow is triggered. For this example, we'll leave the default condition ("contact is not in another workflow") and click the Next button.
On the next page, you'll need to choose what actions should be taken when your workflow is triggered.
What are the different action options in Hubspot?
HubSpot offers a variety of different action options, such as sending an email or adding a task.
For this example, we'll choose the action "send an email." This will cause our workflow to send an email to the new contact when they're added to our account.
After you've chosen your action, click the Next button.
On the next page, you'll need to choose who should receive the email that's being sent by your workflow. For this example, we'll leave the default option ("contact's email address") and click the Next button.
On the next page, you'll need to choose what template should be used for the email that's being sent by your workflow. For this example, we'll choose the "Welcome Email" template and click the Next button.
On the next page, you'll need to edit the subject line and body of the email that's being sent by your workflow. You can use the editor to format your text and insert dynamic content, such as the contact's name or company.
After you're done editing the email, click the Save & Exit button in the top-right corner.
On the next page, you'll see a preview of your workflow. If everything looks good, click the Activate Workflow button.
Your workflow is now active and will be triggered whenever a new contact is added to your account.
Congratulations, you've successfully created your first workflow!
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