Workflows

Choose your workflow actions

Last updated: November 19, 2019

Applies to:

Marketing Hub  Professional, Enterprise
Sales Hub  Professional, Enterprise
Service Hub  Professional, Enterprise

After creating your contact-based, company-based, deal-based, ticket-based, or quote-based workflow and setting your enrollment triggers, choose the actions for your workflow. Actions are functions that the workflow will execute for enrolled objects.

Add actions to your workflow

  • In your HubSpot account, navigate to Automation > Workflows.
  • Click the name of your workflow.
  • Click the plus icon +.

  • In the right panel, select the action to add to your workflow and set the details of the action.
  • Click Save.

Below are all available workflow actions, separated by type. 

Workflow

Actions under Workflow manage enrolled contacts as they go through your workflow.

Add delay

Set an amount of time between the previous action and the next. Delays are relative to the previous action or workflow enrollment (if no action precedes the delay). The workflow will wait the specified time in the delay before it moves an object to the next action.

Set the delay period in days, hours, and/or minutes. 

Please note: if you have a Center on a date or Center on a date property contact-based workflow, delays are relative to the selected date or date property instead. Learn how to schedule actions in a contact-based workflow to execute at a specific date and time.

 

Add if/then branch

Direct enrolled objects down a certain path based on set conditions. Learn more on using branching logic in your workflows.

In this example, if a company object has the Accounting value in their Industry property, it will go down the YES path. If not, it will go down the NO path.

Go to other action

Please note: if your HubSpot account was created after November 5, 2019, your contact-based workflows can use this action. Learn more about the differences in new contact-based workflows.

In company, deal, quote, and ticket-based workflows, you can connect if/then branches with the Go to other action action. This action can help to streamline your workflow building process by consolidating if/then branches.

Go to other action actions can only be added within if/then branches, and you can only select actions in other if/then branches. This prevents workflow loops. Actions that are not available for selection will be greyed out. 

workflow-go-to-action-example
Learn more about the Go to other action action.

Enroll in another workflow

Enroll the object in the current workflow into another active workflow.

Please note: you can only enroll an object into a workflow of the same type (e.g., deals can only be enrolled into a deal-based workflow).

 

Trigger a webhook

Trigger a webhook to an external application. This allows your workflow to communicate with this external application. For example, webhooks can send a HubSpot company's information (formatted in JSON) to an external CRM. Learn more about triggering webhooks.

Please note: this action is only available for Marketing Hub Enterprise, Sales Hub Enterprise and Service Hub Enterprise.

 

Internal communication

These actions help with alerting your HubSpot users.

Send an internal email

In company-based, deal-based, ticket-based, or quote-based workflows, send an internal email to a specified email address(es) or to an email property, such as the Company owner email address.

In contact-based workflows, send an automated email to specified email addresses, or a contact property that stores an email address, including any custom properties.

 

Send an internal SMS

Send a text message to a HubSpot user or a specified number for an enrolled object.

Please note: the Send an internal SMS action has a limit of 1,000 texts per month per account. This limit resets at the beginning of each month.

 

Send in-app notification

Send an in-app notification to specified teams or users. The notification will appear in the HubSpot notification center and sent to the HubSpot app as a notification. In a contact-based workflow, this action is known as Send notification.

 

External communication

These actions help with alerting the contacts associated with the enrolled object.

Send email

Send an automated marketing email to the contacts associated with the enrolled object. In company-based, deal-based, ticket-based, or quote-based workflows, you can click + Create new email to craft a simple automated email while staying in the workflows tool. In contact-based workflows, you can click + Create new email to create a new email in the email tool.

Please note: this action is only available for Marketing Hub Professional and Enterprise. When triggering an email, only up to 100 associated records will be sent the email. For example, if there are more than 100 associated contacts to a company, a company workflow with a send email action will send an email to 100 of those contacts only.

Send ticket notification

Send a transactional ticket notification via email to contacts whose ticket is created or closed. You can click the Base template dropdown menu to select which template you'd like to use. A preview of the template can be seen below the dropdown menu.

Integrations

Actions under Integrations allow you to interact with external applications that are integrated with HubSpot. HubSpot supports certain integration actions such as sending a Slack notification, but it also allows integration partners to create other extension actions for use in the workflows tool that interact their application.

To be able to view and use such actions:

  • An integration between the external application and HubSpot must be built.
  • The HubSpot account must be integrated with the external application.
  • Such extension actions must be created.

Where such actions are developed and supported by the integration partner, learn more about these actions through their documentation.

 

Send a Slack notification

Please note: if your HubSpot account was created after November 5, 2019, your contact-based workflows can use this action. Learn more about the differences in new contact-based workflows.

Send a Slack notification to your integrated Slack workspace when an object triggers the action. This action is supported by HubSpot.

 

Assignment

Rotate [object] to owner

Assign the enrolled objects to users equally within a selected team or between specified users. This action is only compatible with paid users. In a contact-based workflow, this action is known as Rotate leads. Select the Overwrite if [object] has an existing owner checkbox to reassign objects that already have owners.

 

Create

These actions, when triggered, will create a new object and associate it to the enrolled object.

Create a deal

Create a new deal when triggered by an enrolled object. Learn more about creating deals with workflows.

 

Create a ticket

Create a new ticket when triggered by an enrolled object.

 

Create a task

Create a new task when triggered by an enrolled object.

 

Property management

These actions update the properties of the enrolled object.

Please note: when updating a property, only up to 100 associated records will be updated. For example, if there are more than 100 associated contacts to a company, a company workflow with a copy property value action will update 100 of those contacts only.

Set a property value

Set a property value in the object itself, or set a property value in a specific property type. For example, you can select to update the associated contacts to the enrolled deal record.

When selecting to set a property value of a different type (e.g., contacts when the workflow is deal-based), the action will update all associated records of that type.

 

Copy a property value

Copy a property value of the enrolled object to another property in the same object, or to a property in another object type. For example, you can copy the value of an enrolled company's Phone Number to a custom single-line text property in all associated deals. Learn more about compatible source and target properties for copying property values.

When you choose to copy a property to a target property on a different object type (e.g., in a company-based workflow, copying a company property to a deal property), it will copy the property to all associated records of that object type (e.g., the deal property will be updated on all deals associated with the enrolled company).

 

Clear a property value

Clear a value in a property. This can be a property in the enrolled object, or a property in another object type. For example, you can clear the value in the Lead Status property in all associated contacts to an enrolled deal.

When selecting to clear a property value of a different type (e.g., contacts when the workflow is deal-based), the action will clear the property for all associated records of that type.

Increase or decrease a property value

Increase or decrease a value in a Number type property of the enrolled object. For example, you can increase the value of a custom number property, Orders bought, for every enrolled company.

 

Other actions available in contact-based workflows

These actions are specific to contact-based workflows and are not available in company-based, deal-based, ticket-based, or quote-based workflows.

Add to a static list

Add the enrolled contact to a specific static list.

 

Remove from a static list

Remove the enrolled contact to a specific static list.

 

Manage subscription status

Customize the subscription status of the enrolled contact. You can select their new opt status for a specific subscription type, the lawful basis for communicating with the contact and the explanation for this communication consent.

 

Set a Salesforce task

Set a customized Salesforce task for the enrolled contact. The contact owner or integration user will receive a task in Salesforce whenever a contact is assigned to them and is enrolled in the workflow.

 

Set a Salesforce campaign

Set a Salesforce campaign for the enrolled contact.

Other actions available in company, deal, ticket, and quote-based workflows

Create an Asana task

Please note: if your HubSpot account was created after November 5, 2019, your contact-based workflows can use this action. Learn more about the differences in new contact-based workflows.

When adding an action, click the Connect an app tab to access the Create an Asana task action. Learn more about creating Asana tasks through workflows.

create-asana-task

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