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Organize your workflows

Last updated: March 28, 2024

Available with any of the following subscriptions, except where noted:

Marketing Hub Professional, Enterprise
Sales Hub Professional, Enterprise
Service Hub Professional, Enterprise
Operations Hub Professional, Enterprise
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. 

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. 

  • In your HubSpot account, navigate to Automation > Workflows.
  • In the top search bar, enter the name of the workflow you want to locate. 
  • 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.
    • Business Units: if you have a Marketing Hub Enterprise subscription and the business units add-on, you can filter by the workflow's assigned business units. 
    • 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. 
      • 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.
         

 

  • 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.
       

edit-columns-workflow-view 

  • To save the selected filters as a view, click Save view in the top right.
  • Name your view and select who can view it. Click Save.

Before choosing what to display on the workflow view, learn more about workflow details

Assign business units to your workflows

Users with Marketing Hub Enterprise subscriptions who have purchased the Business Units Add-On can assign workflows with business units.

By default, workflows are not assigned to a business unit. A workflow does not have to have a business unit assigned. However, they are useful to use when organizing your workflows by individual brand.

  • In your HubSpot account, navigate to Automation > Workflows.
  • Hover over the name of the workflow and click More. Then, select Assign business unit.
     

 

  • Click the Business units dropdown menu and select a business unit. Only one business unit can be assigned to a workflow.
  • In the dialog box, click Assign.
     

select-business-unit 

  • To change the business unit assigned to a workflow, hover over the name of the workflow and click More, then select Change business unit.
  • Select a different business unit from the dropdown menu, then click Reassign.

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

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

 

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

 

Create and manage folders

  • In your HubSpot account, navigate to Automation > Workflows.
  • In the top right, click the Folders tab.
  • 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
       

 

  • 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.
    • In the header row, click Move.
    • In the dialog box, select the desired folder, then click Move.
       

  

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