Workflows

Create contact-based workflows

Last updated: November 5, 2019

Applies to:

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

Create contact-based workflows to enroll and take action on contacts or any of their associated records. Learn how to create company-based, deal-based, ticket-based, or quote-based workflows.

Workflows automate actions and business processes for multiple contacts at once. If you want to automate your communication with leads and prospects using personalized, well-timed emails, learn more about using sequences.

Please note: this article walks through creating standard, or Start from scratch contact-based workflows. Learn how to create Center on a date or Center on a date property contact-based workflows to schedule and execute workflow actions relative to a specific date.

  • In your HubSpot account, navigate to Automation > Workflows.
  • In the upper right, click Create workflow.
  • In the left panel, choose whether you want to start your workflow from scratch, or from a template.
    • Start from scratch: to begin with a blank workflow, click the Start from scratch tab then select Contact-based as your workflow type in the left panel. Then, in the right panel under Choose type, select Start from scratch. Learn more about contact-based workflow types.

      workflow-builder-from-scratch-tab
    • Templates: to start with a default set of enrollment triggers and actions, click the Templates tab. In the left panel, filter the templates using the Type dropdown menu, or the search bar to search. Select a template to preview the enrollment triggers and actions on the right.

      workflow-builder-template-select-tab
  • Click the pencil icon edit to give your workflow a name, then click Create workflow.
  • In the workflow editor, click Set enrollment triggers.

    enroll-existing-contacts-setting-update

Please note: if your HubSpot account was created after November 5, 2019, you will not see a Manually option. Your contact-based workflows can only be set to enroll contacts automatically. However, contacts can be manually enrolled in your workflow at any time. Learn more about the differences in new contact-based workflows.

  • If you select Automatically, select your trigger criteria. Learn more about setting enrollment triggers in workflows.
  • By default, contacts will only be enrolled in a workflow the first time they meet the enrollment triggers. Learn more about adding re-enrollment triggers to workflows.
    • To enable re-enrollment, click Change re-enrollment options.
    • Select the Allow contacts who meet the enrollment triggers to re-enroll when any one of the following occurs checkbox.
    • Select the trigger(s) you want to use for re-enrollment.
    • Click Done.
  • Add more enrollment triggers if needed.
  • When you're done, click Save.

  • Set up the details of the action, then click Save.
  • Click the plus icon + to add more workflow actions.

  • If your workflow actions include sending a marketing email to enrolled contacts, it's recommended to set a workflow goal to measure their engagement with your content and success of your workflow. Learn more about using goals in contact-based workflows.
    • In the upper left, click goal Set goal.
    • In the dialog box, select your goal criteria. When you're done, click Save.
  • Next, click the Settings tab. Here, you can manage your workflow settings, such as selecting what days of the week you want actions to execute, or adding a suppression list to the workflow. Learn more about managing contact-based workflow settings.
  • In the upper right, click Review.

  • Choose if you want to enroll existing contacts:
    • To only enroll contacts that meet the enrollment triggers after the workflow is turned on, select No, only enroll contacts which meet the trigger criteria after turning the workflow on.
    • To enroll existing contacts that meet the enrollment triggers, select Yes, enroll existing contacts which meet the trigger criteria as of now.
    • If you have a Marketing Hub Starter, Professional, or Enterprise account, you can view a list of contacts that will be enrolled once the workflow is enabled by clicking Use lists to see these contactsThis will take you to a new static list based on the workflow enrollment criteria. The list will automatically be saved and can be accessed from your lists dashboard (Contacts > Lists).

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  • Review the other workflow settings, then click Turn on.
  • A dialog box will appear confirming that the workflow has been turned on.