Last updated: April 23, 2024
Available with any of the following subscriptions, except where noted:
Marketing Hub
Professional
,
Enterprise
|
Sales Hub
Professional
,
Enterprise
|
Service Hub
Professional
,
Enterprise
|
Operations Hub
Professional
,
Enterprise
|
Create a user-based workflow to automatically enroll user records and take action. For example, you can create a workflow to:
- Notify a team whenever a user has been deactivated
- Notify team members about changes to a user's information
- Set up alerts when a user's email or calendar accounts have been disconnected
- Update a google sheet whenever new users are created
By default, user records are not associated with CRM records in your HubSpot account. When creating user-based workflows, most workflow actions will be on the user record itself.
Create a user-based workflow
To create a user-based workflow:
- In your HubSpot account, navigate to Automations > Workflows.
- To create a new workflow from scratch, in the upper right, click Create workflow > From scratch.
- In the left panel, click User-based.
- In the right panel, under Choose type, select your workflow type:
- Blank workflow: start with a blank workflow and add enrollment triggers, actions, and delays.
- Schedule (Operations Hub Professional and Enterprise only): set a schedule for your workflow to recur at regular, pre-determined intervals such as daily, weekly, monthly, or annually. After, add your own enrollment triggers, actions, and delays. Learn more about creating scheduled workflows.
- In the top right, click Next.
- Continue setting up your workflow.
User-based workflow enrollment triggers
When creating user-based workflows, you can use the following enrollment triggers:
| Trigger type | Category | Details |
| When an event occurs | Event enrollment triggers | Trigger the workflow when an event occurs. For example, if the user changes permission sets. Learn more about creating workflows with event enrollment triggers. |
| When filter criteria is met | User information | Enroll users based on user information such as Job title, Created date, Standard timezone, and more. For example, you can enroll all users in the UTC +4:00 Asia Dubai timezone. |
| When filter criteria is met | Setup | Enroll users based on their assigned team memberships. |
| When filter criteria is met | Access | Enroll users based on their HubSpot access, activation or deactivation status, or paid seats. For example, you can choose to enroll and send notifications to only users with Sales seats. |
| When filter criteria is met | User activity | Enroll users based on user activity such as calendar status, email status, invite status, last active, or scheduling pages. For example, you may want to enroll all users who have an Invite status of Invite bounced. You can then use the same workflow to notify a different, existing user. |
| Based on a schedule | Scheduled workflows | Enroll users at regular, pre-determined intervals such as daily, weekly, monthly, or annually. You can also add additional filters. users will only be enrolled if they meet these refinement filters when the scheduled trigger is set to run. Learn more about creating scheduled workflows. |
