Organize and manage your workflows

Organize workflows by managing your workflow tables and grouping your workflows into folders. For example, you can group your workflows into separate folders for different purposes, such as contact assignments or lead nurturing workflows.

To analyze your overall workflow performance, you can use the workflow Analyze tab.

From the workflows page, you can navigate to the following tabs: 

• All workflows: all workflows created directly in the workflows tool and workflows created from other tools such as forms, emails, tickets, or deals.
• Needs review: workflows that have encountered errors in the last 7 days will display. Learn how to identify and troubleshoot common workflow errors. 
• Unused: workflows that are turned off or haven't executed any actions in the last 90 days will display. Learn how to manage your unused workflows. 
• Deleted: workflows that have been deleted in the past 90 days will display. You can restore deleted workflows from the Recently deleted tab, learn how to delete and restore workflows. 

Manage your workflow views 

To find specific workflows, you can either search by name or filter your workflows. You can also update the columns in the views to display specific workflow data. Before choosing what to display on the workflow view, learn more about workflow details. 

When reviewing your workflows, if an existing workflow references a restricted property:

• Users with View only permissions cannot edit the workflow. This includes enrollment triggers and other workflow actions. The workflow will display in view-only.
• Users with no access to the properties will not be able to access the workflows. The workflow will be greyed out for the user on the index page and won’t be accessible. 

To manage your workflow views:

1. In your HubSpot account, navigate to Automation > Workflows.
2. In the top search bar, enter a keyword to search for a specific workflow. The search will match the keyword with the name or description of the workflow you want to locate. 
3. You can refine your search results by filtering by workflow type:
   • On or Off: filter by workflows that are turned on or off. 
   • Type: filter by the workflow object type, such as deal or company-based workflows.
   • Brands: if you have a Marketing Hub Enterprise subscription and the Brands add-on, you can filter by the workflow's assigned brands. 
   • Creator: filter by the user that created the workflow. 
   • Teams: filter by the team that the workflow is assigned to. 

• • Tool created from: filter by the tool that the workflow was created from, such as the forms tool or the workflows app. 
  • Action type: filter by the actions within a workflow. For example, you can filter by workflows that contain a delay or a Create record action. 

• • Advanced filters: filter by advanced workflow details such as workflow enrollments or triggers. Learn more about filtering your records in HubSpot. 

• • • In the right panel, click Add filter. 
    • To add more filter criteria, click AND or OR. Learn more about using AND and OR logic in HubSpot. 
    • To clone a filter group, click Clone. 
    • To delete a filter group, click Delete.

• • • To remove existing filter criteria, hover over the criteria and click the delete delete icon.
       

4. To customize the workflow data displayed in the view, in the top right, click Actions > Edit columns. Update the view from the dialog box: 
   • On the left, select the checkboxes next to the properties or associations you want to appear in the view. 
   • On the right, click and drag the properties to rearrange them in the view.
   • To remove a property, click x.
   • Click Save.
      

5. To save the selected filters as a view, click Save view in the top right.
6. In the dialog box, enter a name for your view and select which users can access the saved view. Then, click Save. 

Organize your workflows with folders

Organize your workflows into folders on the workflows dashboard. Once created, folders will display on the dashboard with your workflows. 

Create and manage folders

1. In your HubSpot account, navigate to Automation > Workflows.
2. In the top right, click the Folders tab.
3. In the upper left, click Create folder. 
4. In the dialog box, enter the folder name. Then, click Save.
    

5. To change a folder name, click on the folder. Then, click Actions and select Rename folder. Click Save.
6. To delete a folder, select the folder. Then, click Actions and select Delete folder. Click Delete folder.
    

Move workflows to folders

1. In your HubSpot account, navigate to Automation > Workflows.
2. In the top right, click the Folders tab.
3. To move individual workflows to a folder:
   • Hover over the workflow and click Actions. Then, click Move to folder.
   • In the dialog box, select a folder. 
   • At the bottom, click Move. 
      

4. To move workflows to a folder in bulk: 
   • On the Folders tab, select the checkboxes next to the workflows you want to move into the folder.
   • At the top of the table, click Move to folder.
   • In the dialog box, select the desired folder, then click Move.
      

Manage your workflows

From the workflows table, you can edit, clone, or take further action on your workflows. 

Please note: workflows with more than 500 actions may encounter issues when cloning. If you've encountered an issue, you can try reducing the number of actions, splitting the workflow into smaller workflows before cloning, or manually recreating the workflow instead.

1. In your HubSpot account, navigate to Automation > Workflows.
2. To edit a workflow, hover over your workflow and click Edit. 
3. To duplicate a workflow, click Clone. 
4.  To take further action on your workflow, click More and select from the following:
   • View details: in your workflow details page, review your workflow performance, action logs, and enrollment history. 
   • View connections: review a list of connections to your workflow. This includes assets and tools that your workflow may use such as emails, forms, and more, as well as any tools that may use your workflow. 
   • Assign to team (Enterprise only): assign the workflow to a team.
   • Assign brand: associate the workflow with a brand. You must have a Marketing Hub Enterprise subscriptions and the Brands Add-On.
   • Move to folder: move your workflow to a specified folder. 
   • Delete: delete your workflow. Any deleted workflows can be restored within 90 days of being deleted. Learn more about deleting and restoring workflows. 
   • Edit campaign: associate contact-based workflows with campaigns. Learn more about associating your asset and content with campaigns. 
     
     

Assign brands to your workflows

Users with Marketing Hub Enterprise subscriptions who have purchased the Brands Add-On can assign workflows with brands.

By default, workflows are not assigned to a brand. A workflow does not have to have a brand assigned. However, brands are useful for organizing your workflow.

1. In your HubSpot account, navigate to Automation > Workflows.
2. To assign an individual workflow to a specific brand:
   • Hover over the name of the workflow and click More. Then, select Assign brand.
   • If the workflow already has a brand assigned, hover the name of the workflow and click More, then select Change brand.
      

3. To assign multiple workflows in bulk:
   • In the workflows table, select the checkboxes next to the workflows that you want to assign to the same brand.
   • At the top, click Assign brand. If the workflow has an existing brand, it will be reassigned to the new selected brand. 
      

4. In the dialog box, click the brands dropdown menu and select a brand. Only one brand can be assigned to a workflow.
5. At the bottom, click Save.