Set your workflow enrollment triggers

Set workflow enrollment triggers to automatically enroll records in a workflow when they meet specific criteria or complete an event. Depending on the type of workflow, different enrollment triggers will be available.

Understand limitations and considerations

Please take note of the following:

• You can add up to 250 filters to a workflow's enrollment triggers.
• By default, records are only enrolled in workflows the first time they meet the workflow enrollment triggers or are enrolled manually. Learn how to use re-enrollment triggers to allow records to re-enroll in your workflows.
• You don't need to set enrollment triggers if you'll only be manually enrolling records in a workflow or enrolling records through another workflow's Enroll in another workflow action.
• You can enroll contacts in a workflow from a chatflow. This is considered a manual enrollment.
• If you're refining your enrollment trigger by adding a refine by criteria, only one refine by criteria can be added. For example, you cannot refine a page view enrollment trigger by both date and number of times viewed.
• Some enrollment triggers can depend on your user permissions. For example, if your user account does not have Forms permission, the Form submission enrollment trigger will not display. 
• Workflows can be triggered off filter-based criteria or event-based criteria. Learn more about event-based enrollment triggers.
• When a visitor accesses a file, whether as a download or a URL, it will not count toward any page view metrics and cannot be used as a filter or for workflow enrollment. 

Enrollment trigger types

Generally, there are a number of different enrollment triggers available:

• When an event occurs: objects will enroll when an event has happened. For example, when a form has been submitted. This also includes custom event triggers. Learn how to set up event enrollment triggers.
• When filter criteria is met: objects will enroll when a criteria is true. For example, when a contact’s whose city is equal to Dublin, do [X] action. Learn how to set up filter enrollment triggers.
• When a webhook is received: automatically enroll records in a workflow when a webhook is received from an external third-party. This enrollment trigger type is only available with Data Hub Professional and Enterprise. Learn more how to set up enrollment triggers based on webhooks. 
• Based on a schedule: objects will enroll based on on a specified calendar date or by using a date property. To enroll automatically, you must add additional filter criteria. Learn more about using Based on a schedule enrollment triggers.
• Trigger manually: instead of setting enrollment triggers, you can manually enroll individual records or lists of records. You may also set workflows to enroll manually when enrolling from other tools, such as other workflows or a bot conversation. Learn more about manually enrolling records in workflows. 
  
  

Differences between event triggers and filter-based criteria 

Review the differences between filter-based triggers and event-based triggers in the table below:

Selecting workflow enrollment triggers

How you choose your workflow enrollment triggers will change depending on whether you've selected an associated object type for your workflow.

1. In your HubSpot account, navigate to Automation > Workflows.
2. Select an existing workflow or create a new workflow from scratch. 
3. When starting a workflow from scratch: 
   • To trigger a workflow manually, select Trigger manually, 
   • To trigger a workflow based on filter criteria, select Met filter criteria. 
   • To trigger your workflow based on a schedule, select On a schedule. 
   • To trigger your workflow based on events, click to expand the respective sections and select a trigger. Generally, most triggers in this section are event enrollment triggers, except for the following:
     • Record meets a set of filter conditions
     • Integrator events
     • Received a webhook from an external app.
   • To select your object type first, at the bottom of the left panel, click Skip trigger and choose eligible records. Learn more about setting up your workflow's enrolled record type first.
     
     

4. If you've selected the option to Skip trigger and choose eligible records, or you're updating an existing workflow: 
   • To trigger a workflow manually, at the top, click Save. The workflow will automatically be set to manual enrollment only.
   • To use AI to generate a trigger, click Generate a trigger with AI. Learn more about using AI with workflows. 
   • To trigger your workflow based on events, select When an event occurs. Learn more about setting up event enrollment triggers. 
   • To trigger a workflow based on filter criteria, select When a filter criteria is met. Learn more about setting up filter-based triggers. 
   • To trigger your workflow based on a set schedule, select Based on a schedule. Learn more about setting up based-on a schedule triggers. 
     
     

Change your workflow enrollment trigger type 

If you've previously created a workflow using When a filter criteria is met or Based on a schedule triggers, you can update the workflow to use When an event occurs triggers. To change your workflow trigger type 

1. In your HubSpot account, navigate to Automation > Workflows.
2. Click the name of the workflow.
3. In the workflow editor, click the Trigger enrollment for [object] card.
4. In the left panel, click Change start trigger.
5. In the dialog box, click Confirm. 
6. Continue setting up your enrollment trigger. 
    
   
   

Additional enrollment settings in contact-based workflows

In contact-based workflows, you can manage the additional enrollment settings for merged contacts and contacts from Salesforce: 

1. In your HubSpot account, navigate to Automation > Workflows.
2. Click the name of your workflow.
3. In the workflow editor, click the Edit > Edit enrollment trigger.
4. In the Enrollment tab, at the top, click the Settings tab. In the Advanced options section, you can configure the following: 
   • Automatically enroll merged records: by default, workflows will not enroll merged contacts even if the contact meets the workflow enrollment criteria. However, merged contacts can later enroll if they meet the enrollment triggers again and re-enrollment is enabled.
     • For example, the enrollment trigger is has filled out Any form submission on Any page. When two contacts that have previously filled out forms are merged, the new contact will not enroll in the workflow.
     • However, if the newly merged contact later submits a form again, they will be enrolled in the workflow.
   • Enable manual enrollment of records from Salesforce using the HubSpot Visualforce window: if you've installed the Salesforce integration and added the HubSpot Visualforce window, you can choose to enroll Salesforce leads and contacts that have synced to HubSpot into contact-based workflows. Learn more about enrolling your Salesforce leads or contacts into HubSpot workflows directly from Salesforce.