HubSpot workflows can automate different tasks/functions within HubSpot, send email alerts at certain times, and create tasks within Wrike as desired based on triggers that can be chosen.
Create a New Workflow
In the HubSpot menu on the left side, click Automations > Workflows.
Click Create Workflow > From scratch in the top right corner.
Select Next in the top right corner.
Edit the title by selecting the pencil icon to the right of the title. A description can also be added. Click Save.
Follow the Title Guidelines below when naming your workflow.
Create a Trigger
A trigger specifies what starts the workflow.
Click Set up triggers.
In the window on the left, choose what type of trigger you want to use to start the workflow. Options are:
When an event occurs
When filter criteria is met
Based on a schedule
E.g., trigger the workflow when: click Form Submissions i.e. has filled out the English team signup form on a Team Contact Signup Page.
Click OR to set another trigger for the different language variations.
Click Save.
Create an Action
Click the + icon to create an action.
In the window on the left, choose what type of action you want to use.
If you know the name of the action you want already, you can use the Search actions bar at the top.
Click Save.
Set a contact owner
To set a Contact owner
On Search actions, look for Set property value.
Target object > Contact
Property to set > Contact owner
Contact owner > Select the email address of the HubSpot user you want to be the owner
Click Save.
Add a delay to an action
Click the + icon to create an action.
Select the Delay option below the search bar in the window on the left.
Choose the type of delay you want in the dropdown
Fill the required delay information
Click Save.
Follow steps to make desired action immediately after the delay (the delay is a separate action itself)
Make a branched action
Click the + icon to create an action.
In the window on the left, select Branch > AND/OR logic.
Add a branch name
Click + Add criteria and choose the criteria to do actions on.
Click Add another branch then repeat steps 3-4 to add as many branches as needed.
Add a fallback option in the If none of the criteria are met, go here: option at the bottom of the window.
Click Save.
Create a task
To create a task as an action:
Click the + icon to create an action.
In the window on the left, choose CRM > Create a task.
Fill out the required information
Click Save.
Activate the Workflow
In the top right click Review and publish
Review the workflow by following the steps for Enrollment, Timing & Notifications, Connections, Workflow Details.
Select Yes, enroll existing contacts who meet the trigger criteria as of now
At the bottom left select Turn on workflow to turn on the workflow.
If the button in the top right only says Review then there is an issue somewhere in the workflow. You can see the issue(s) by clicking the Review button, then clicking on any action(s) that show up.
Deactivate the Workflow
Select the blue toggle in the top right corner.
Workflow Title Naming Convention
Team - event - purpose
E.g., Via personnel - Family Gathering - Signup reminder emails
Required for Mass Emails
If you are intending to send a newsletter or mass email to a group of contacts, consult Marcom through [email protected]
If you have questions on more advanced features or how to do something, email Via Tech Support