Understanding your workflow settings

Last updated: January 13, 2017

Available For:

Marketing: Pro, Enterprise
Sales: N/A

When planning your workflow, you may determine that your workflow needs to be more specific, in terms of its logic and what it does and does not allow. Workflow settings can help you control your workflow's behavior. Some important questions to ask yourself before activating your workflow include:

  • Should contacts be allowed to go through the workflow more than once?
  • Should the workflow steps execute only on business days or within a certain time range?
  • When a contact is enrolled in this workflow, should they be removed from any other workflows?
  • Are there any contacts that you want to prevent from being enrolled in this workflow?

If any of these questions apply to your workflows, then you’ll want to change some settings in your workflow.

How to access a workflow's settings

Each workflow has its own unique set of options that should be considered and set before activating a workflow. You can access a workflow's settings from the top menu of a particular workflow, by clicking Settings.

(You may also find Settings under the More menu at the top depending on the size of your web browser.)

Exploring your workflow settings

Below, this article will go over each step within your workflow settings dashboard. You can review each option you have and decide whether or not it fits your needs.

What days do you want actions to execute?

By default, this option is set to 7 days a week. If you want your workflow actions to execute during business days only, then you'd want to set this to setting to Business days only (M -F).

Please note: If the workflow settings don’t allow execution on Saturday or Sunday, and a contact has an action scheduled that sends a follow-up email on Saturday at 4pm, the email will be rescheduled for the same time (4pm) on the following Monday. For more information on how business days work in workflow settings, check out this article.

What time of day do you want these actions to execute?

By default this option is set to Anytime during the day. If you want your workflow actions to only execute during a specific time range, select Only execute between the hours of: and specify your time range.

Note that this time references the timezone selected in your Reports > Reports Settings. This setting works similarly to the previously mentioned business days setting; if a contact is scheduled to execute an action outside of the specified time range, when that originally scheduled time arrives, the workflow will reschedule the action to execute at the next time that time range is available (generally the following day).

For example, if the workflow settings allow execution of actions only between 9am – 6pm, and a contact has an action that sends a follow-up email scheduled for 8pm, the email will not send at 8pm but will be rescheduled for the following day between 9am and 6pm.

Allow contact reenrollment into this workflow from Salesforce?

If you have a workflow designed for nurturing leads that you want your sales team to be able to enroll their leads in, you can turn this workflow on and it will become available for them to reenroll those leads directly from a lead or contact record Salesforce. The lead/contact must exist in HubSpot for this to appear in Salesforce, in addition to the layout being added to their user role profile’s lead layout.

In order to use this feature, you must be using the HubSpot integration with Salesforce, and you must add the corresponding Visualforce layout to your lead and contact layouts in Salesforce. You can learn more about using workflows with Salesforce, in this article.

Personas targeted:

You can tag your workflow with one of your existing personas. For example, if you have a workflow that engages a particular persona, you can link it to that persona. On the Workflows dashboard, you can filter your workflows by persona to see how workflows targeted at a specific persona are performing.

Note: contacts enrolled in a workflow tagged with a persona are still grouped by persona, based on the value of their Persona contact property.

Campaigns associated with:

You can add your workflows to any of your campaigns. After saving, you’ll see your workflow(s) listed in your Campaign.

To learn more about HubSpot campaigns, check out the Campaigns User Guide.  

When contacts enroll in this workflow:

Sometimes you’ll need to suppress certain contacts from your existing workflow. By default, this will be set to Do not remove them from other workflows. You can use this workflow setting to select if you want this workflow to Remove them from all other workflows or Remove them from a specific workflow (along with a dropdown menu to select the specific workflow).

If you have a master workflow that trumps all other workflows, then you’d want to remove from all workflows if your contact enrolls in that workflow. An example use case might be if you have a lead going through a "bottom of the funnel" workflow, such as “speak to a sales rep,” remove them from all other workflows. If your contact is in a "top of the funnel" workflow but then converts on a "middle of the funnel" offer that enrolls them in a new workflow, you’d probably want to remove them from that "top of the funnel" workflow. In this instance, you wouldn’t want to remove from all, because you may have other MOFU workflows they could (and perhaps should) be eligible to go through.

In the Remove them from specific workflows dropdown, select your workflow(s) that you would like to remove contacts from when they enroll in the workflow that you are editing. (Note: you can choose more than one workflow from this dropdown menu.)

When a contact no longer meets the enrollment conditions, remove them from this workflow?

Sometimes you may need to change the logic of your smart list, and thus some contacts may no longer fulfill the smart list criteria. Or perhaps the contact takes an action that removes them from the smart list you are using as the starting condition for your workflow. This workflow settings controls whether or not those contacts will be removed from that workflow when they no longer meet the starting criteria of a smart list and will be set to No, keep them in this workflow by default.

Suppression lists for this workflow

Supression lists allow you to choose a list of contacts that will not be allowed to enroll in that particular workflow. If you edit this setting to include a suppression list after contacts have already been enrolled, then the contacts on the suppression list will be unenrolled before the next action executes.

You may not want a group of contacts to enroll in your workflow for a variety of reasons, such as not allowing contacts with the Lifecycle Stage of customer to go through your trial request workflow. In this instance, you’d want to use a “customer” suppression list for your workflow.

Enrollment criteria settings

There are also important settings that live within the starting conditions for your workflow. They are the following:

1. Contacts will be enrolled the first time they meet the criteria above - this setting defaults to only enrolling a contact the first time they meet your workflow starting criteria, and not if they meet that criteria again later. You can click Change reenrollment options next to this option and tell the workflow to allow reenrollment if the contact is manually enrolled or the contact meets any of the selected reenrollment criteria. The contact must also meet the starting criteria at the time they meet the reenrollment criteria in order to be reenrolled. Learn more about this here.

2. Enroll contacts who already meet these criteria - this setting will allow you to check a box to enroll any contacts that previously meet this criteria. So if you're building out a workflow that is centered around the criteria that someone has to fill out a form to be enrolled, this will also enroll any contact who filled out that form previous to this workflow being set up and activated.

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