Create multi-account workflows

If you’ve set up multi-account management, you can use multi-account workflows to automate record creation and updates across HubSpot accounts within your organization.

For example, you can use workflow actions to create contact and deal records or update existing contacts in another HubSpot account.

Before you get started

Before setting up a multi-account workflow, review the following requirements and considerations

Understand requirements

• You must set up and configure a multi-account management organization.

• Turn on multi-account workflows and configure the HubSpot accounts that can use workflow actions. Learn how to turn on multi-account management and configure connections between accounts.
• Confirm that your account isn't storing Sensitive Data. Accounts storing Sensitive Data can't be used as the source account for multi-account workflows.
• To add the Edit/create contact in another account or Create deal in another account workflow actions, multi-account workflows must be turned on as a source account in the connection.
• To use an account as a target account in the Edit/create contact in another account and Create deal in another account actions, the account must be configured as destination account for multi-account workflows.
  

Understand limits & considerations

• It's your responsibility to ensure that you're collecting the right consent for data processing and communications, if you're creating records in the other account.
• If the workflow creates a contact in another of your HubSpot accounts you should then set the legal basis of processing and email subscriptions in that account.
• If you intend to market to contacts created in another account, you must create a complementary workflow in the destination account to set the contacts as marketing contacts and update their email subscriptions

Turn on multi-account management workflows

After setting up your multi-account management organization, turn on multi-account workflows:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, under Organization Management, click Multi-Account.
3. Click Edit Account Connections.
4. In the left panel, select an account.
5. Toggle the Multi-account workflows switch on.
   
   
6. Connections are two-way by default (features work both ways between accounts). To change the connection to one-way (features work from one account to another), click One-way connection.
7. Click Next.
8. Click Done.

Turning on multi-account workflows will introduce a new HubSpot defined property on the contact object called Cross-sell Opportunity which can be set to Yes or No.

Create and update contacts in other accounts with a multi-account workflow

After turning on multi-account management workflows, use the Edit/create contact in another account action to create or update contacts in other HubSpot accounts.

• HubSpot determines whether a contact already exists in another account by comparing the contact's Email property across accounts.
• This workflow action can only create or edit contact records in the other account. But, the workflow trigger can use any type of object. For example, if the trigger uses a deal object, the action will find the contacts associated with the deal that's enrolled in the workflow:
• If the workflow is:
• Editing contacts in another account: you'll only be able to set the Cross-sell opportunity property.
• Creating contacts in another account: you'll be able to set the Cross-sell opportunity property, and then the Email, First Name, and Last Name of the created contacts will be automatically set, based on the values from the contact that the action is executing on.
• You may only select one account per use of the new workflow action. To edit or create contact records in multiple accounts, add the workflow action once for each account you want to include.
• Each Create or update record workflow action can target only one HubSpot account. To create or update records in multiple accounts, add a separate action for each destination account.

To use the Edit/create contact in another account action in a multi-account workflow:

1. In your HubSpot account, click More, then navigate to Automation > Workflows. If More doesn't appear in your account, navigate to Automation > Workflows directly.
2. Click the name of an existing workflow, or create a new workflow.
   
3. In the left panel, define your trigger.
4. Click the + Add icon below your trigger.
5. In the left panel, click CRM, then select Edit/create contact in another account.
6. Configure your action: 
   
   • Target contact: select the target record for this action. The record selected depends on the workflow’s trigger type.
     • If using a contact trigger is a contact trigger, select Enrolled contact.
     • If using a deal trigger, select Contact: Most recently updated to update the most recently updated contact, or Contacts: All associated to update all contacts associated with the deal.
   • • Click + Add contact data source to use contact-based workflow actions the workflow.
   • Edit contact in the following connected account: select the account where the contact will be edited, based on the trigger. 
   • Create contact in the selected account if it doesn't exist: select this checkbox to create contacts in the account if they don't exist. The contact record will be created with the email, first name and last name provided by the Target contact field.
   • Cross-sell opportunity: determine if the record is a cross-sell opportunity.
   • Clear existing property value: select this checkbox to clear existing values in the Cross-sell opportunity property.
   • Cross-account note: enter a note to add to the contact record that's created or edited.
   • Update the following properties: select the checkboxes next to any properties you want to be updated. Clear the checkboxes next to properties if you don't want them to be updated.
   • Property values: when updating an existing contact in your other account, choose whether to retain existing property values or overwrite these values.
7. After setting up your workflow action, click Save.
8. Continue setting up your workflow.
    
   

Create deals in other accounts with a multi-account workflow

After turning on multi-account management workflows, use the Create deal in another account action to create new deals in other HubSpot accounts:

1. In your HubSpot account, click More, then navigate to Automation > Workflows. If More doesn't appear in your account, navigate to Automation > Workflows directly.
2. Click the name of an existing workflow, or create a new workflow.
   
3. In the left panel, define your trigger.
4. Click the + Add icon below your trigger.
5. In the left panel, click CRM, then select Create deal in another account.
6. Configure your action: 
   
   • Target deal: select the target record for this action. The record selected depends on the workflow’s trigger type.
     • If using a deal trigger, select Enrolled deal.
     • If using a contact trigger, select Deal: Most recently updated to create based on the most recently updated deal, or All associated deals.
   • • Click + More data to add additional data sources.
   • Select connected account: select the HubSpot account where the new deal will be created. 
   • Pipeline configuration: select from the following pipeline options when creating your new deal.
     • Use source pipeline: when creating a deal, use a matching deal pipeline in the connected account as the selected target deal. If a corresponding deal pipeline or deal stage with the same name does not exist in the selected connected account, the deal creation will fail.
     • Select target pipeline: when creating a deal, use a pipeline from the selected connected account. You'll need to select an existing deal pipeline and deal stage from your corresponding HubSpot account. 

1. • Cross-sell opportunity: determine if the record is a cross-sell opportunity.
   • Cross-account note: enter a note to add to the deal record that's created.

1. • Update the following properties: select the checkboxes next to any properties you'd like to include in your new deal.

7. After setting up your workflow action, click Save.
8. Continue setting up your workflow.
    
   

Example use cases

The following examples outline recommended ways to use multi-account workflows across HubSpot accounts in your organization.

• Route form submissions to another account: collect form submissions in one account and automatically create contacts in other HubSpot accounts. For example, when marketing is centered in one account but leads should be routed to different brands, regions, or business units.
  • Trigger the workflow from a form submission. Learn how to set form submission triggers.
  • Use the Create or update record action to create the contact in the destination account if it doesn't already exist.
• Identify cross-sell opportunities: share customer interest or purchase activity with related HubSpot accounts for cross-selling or cross-marketing.
  
  • Trigger the workflow from an event that identifies a cross-sell opportunity, such as a deal moving to Closed won.
  • Use the Create or update record action to update the Cross-sell Opportunity property for an existing contact, or create a new contact with the property set to Yes.
  • Create a complementary workflow in the destination account to enroll contacts when the Cross-sell Opportunity property is updated.