Create records with workflows

Use a workflow to automate the process of creating a new record in HubSpot and reduce administrative processes for you and your team. Using the Create record action, you can create records for the following object types:

• Contacts
• Companies
• Deals
• Tickets (Service Hub Professional and Enterprise only) 
• Leads (Sales Hub Professional and Enterprise only) 
• Custom objects (Enterprise only)

Before you get started

When creating records with workflows, keep the following in mind:

• When creating records of the same type as the workflow, be sure that the newly created record doesn't meet the enrollment triggers for the workflow. Otherwise, you could create an infinite loop where newly created records endlessly create new records.
• An email address is required to create contact records with a workflow. It's recommended to use a personalization token to insert a value from the enrolled record. For example, if you have a referral form on your website, you can use the value from the referral property to create a new contact record.
• To create custom object records with a workflow, the custom object must be associated with the workflow's object type. For example, if your custom object isn't associated with the contact object, you can't create custom object records in contact-based workflows. Learn more about defining custom objects.

Create records with a workflow

• In your HubSpot account, navigate to Automation > Workflows.
• Click the name of an existing workflow, or create a new workflow.
• Click the plus icon + to add a workflow action.
• In the left panel, click to expand CRM. Then, select Create record.

• Click the Type of record to create dropdown menu, then select the Object type.
• The properties displayed in each Create record action depend on the object type selected:
  • Deal: the required fields are Deal name and Deal pipeline and status. It is also recommended to set the Close date and Amount. Learn more about default deal properties. 
  • Ticket: the required fields are Ticket name and Ticket pipeline and status. It is also recommended to set the ticket's Source and Ticket description. Learn more about default ticket properties.
  • Contact: the required field is Email. It is also recommended to set the contact's First name and Last name. Learn more about default contact properties.
  • Company: the required field is either Company domain name or Company name. Learn more about default company properties.
  • Lead: there are no required fields when using the Create record action with leads, but it is generally recommended to populate the Lead label and Lead Pipeline Stage. 

Please note: it is not possible to use personalization tokens in number fields.

• To set the assignment of newly created records, click the Assign to dropdown menu. Then, select from the following options: 
  • [Object]'s existing owner: assign the new record to the enrolled record's existing owner. By default, new deal, ticket, and company records will be set to this option. 
    • If the enrolled record isn't assigned, the new deal won't be assigned to anyone.
    • To select a custom owner property, click the Which owner dropdown menu and select the owner property. 
  • Specific user: assign the record to a specific user. To select the user, click the Which owner dropdown menu, then select the user.
  • No one: the record will not be assigned to anyone. 
• By default, new contact records will not be assigned to any user. If you would like to assign a contact record:
  • Click Set another contact property.
  • Click the Set another contact property dropdown menu and select Contact Owner.
  • Set the contact assignment in the Assign to dropdown menu. 

• To set additional properties for your new records, click Set another [object] property.
• To copy a property on the current object to a property on your new record, click Copy a property to a [object] property.

Please note: the source and target properties must have compatible field types in order to be copied. Incompatible properties will not appear as options in the target property in your workflow action. Learn more about compatible source and target properties for copying property values in workflows.

• Set up your new record associations:
  • By default, records created by a workflow will be associated with the record that was enrolled in the workflow.
  • To copy all timeline activity from the enrolled record to the new record:
    • Select the Add timeline activity from the enrolled [object] to the [new object type] checkbox.
    • By default, when this option is selected, the last 30 days of activity will be copied over. To select a different date range, click the date range dropdown menu and select a different range. 
  • To associate the new record with other record types:
    • Click + Add another association.
    • Click the Associate dropdown menu. Then, select your record type. 
    • To add an association label, click the And apply the label dropdown menu. Then, select an association label. 
    • To copy all timeline activity from the associated record to the new record, select the Add timeline activity from the [object] to the [new object type]. To select a different date range, click the date range dropdown menu and select a different range. 

• • If you are creating a deal record, you can associate the newly created deals with line items:
    • Click the Add a line item dropdown menu to associate a product when you create a deal record.
    • To add another line item, click +Add line item. To delete a line item, click the trash can icon to the right of the line item.
  • After setting up your Create record action, at the top, click Save. 

Please note: quotes can only be associated with one deal at a time. Associating a new deal with existing quotes will remove the quotes from their current deals