Format phone numbers using workflows

Use the Validate and format phone number workflow action format your phone numbers for calling. Then, use the Edit records action to update your phone number properties with the formatted number. 

After setting up your workflow, it is recommended to pair it with CRM phone number property validation rules to ensure that phone numbers enter the system in a valid format, and to clean up historical phone number data.

Add the Validate and format phone number workflow action to your workflow

1. In your HubSpot account, navigate to Automation > Workflows.
2. Click the name of an existing workflow or create a new workflow.
3. Set your enrollment triggers.
4. Click the + plus icon to add an action.
5. In the left panel, click to expand the CRM section. Then, click Validate and format phone number. You can use this action with all workflow types. 
6. Set up your workflow action to use a single, static default country code. This is recommended when all your phone numbers are expected to use the same country code. 
   • Property to format and validate: select an existing property used to store phone numbers to format and validate. 
   • Default country code mode: select the Static option. 
   • Default country code: select a country code to validate numbers without a country code. If the phone number is valid, this country code will be automatically added to the number. 
     
     

7. Set up your workflow action to use a dynamic default country code. This is recommended you're expecting a range of different country codes across your records.
   
   • Property to format and validate: select an existing property used to store phone numbers to format and validate. 
   • Default country code mode: select the Dynamic option. 

7. • Dynamic default country code: each record’s Country/Region Code property value will be referenced to validate and format phone number, instead of setting a single, static country code.
8. After setting up your workflow action, at the top, click Save.
    

Use outputs from the Validate and format phone number action to update records

The Validate and format phone number workflow action will not automatically update the corresponding property.

After setting up the action, use the Edit record action to update the property for the enrolled record or any other associated records based on the action's generated output. 

1. In your HubSpot account, navigate to Automation > Workflows.
2. Click the name of an existing workflow or create a new workflow.
3. Set up your Validate and format phone number action.
4. Click the + plus icon to add an action.
5. In the left panel, click CRM. Then, select Edit record. 
6. Click the Record type dropdown menu and select your target object. 
7. Click the Property to edit dropdown menu and select a property. You can choose the same phone number property used earlier for the Validate and format phone number workflow action. 
8. Click the Choose a value field. 
9. In the Choose data variable panel, click the View properties or action outputs from dropdown menu and select Action outputs. 
10. Click to expand the Validate and format phone number section, then select Parsed phone number output. 
11. At the top, click Save.
     

Use the Validate and format phone number action with branches

After setting up your Validate and format phone number workflow action. You can set up a branch action to manage any records with invalid phone numbers.

1. In your HubSpot account, navigate to Automation > Workflows.
2. Click the name of an existing workflow or create a new workflow.
3. Set up your Validate and format phone number action.
4. Click the + plus icon to add an action.
5. In the left panel, click Branch.
6. Select One property or action output. Then, click Next. 
7. Click the Property or value to branch on field. 
8. In the Choose data variable panel, click the View properties or action outputs from dropdown menu and select Action outputs. 
9. Click to expand the Validate and format phone number section, then select This action's final success or failure rate. 
    

10. Click the first dropdown menu, and select Is equal to. 
11. Click the second dropdown menu, and select Failed, object continued to next action. 
12. Continue setting up any additional branches. Then, click Save. 

After setting up a branch based on the Validate and format device number workflow action, you can add addditional actions to follow up.

For example, you may want to add an Edit record action to clear any inaccurate or invalid phone numbers. Alternatively, you can also add a Create task action to follow up with the contact for a valid phone number, or a Send email action to inform the contact to update their number.