Manage workflow settings

Configure your workflow settings to manage when actions should execute, any workflow performance-related notifications, and specify if a contact should unenroll from other workflows when enrolled into the selected workflow. Learn more about creating workflows.

Timing 

Use timing settings to specify when a workflow should or shouldn't execute actions. By default, workflow actions will run as soon as an enrolled record reaches the action.

This setting won't affect your workflow enrollment, only actions after enrollment. If you're facing issues with your workflow enrollment, learn how to troubleshoot common workflow enrollment issues. 

Please note: if your HubSpot account does not have a set timezone, the workflow's timing settings will default to EST (Eastern Standard Time). Learn more about customizing your account's timezone.

To configure your workflow's timing settings: 

• In your HubSpot account, navigate to Automation > Workflows.
• Click the name of your workflow.
• In the top left, click Settings.
• In the Timing section of the right panel, configure the following:
  • Run actions at specific times only: specify when records can run workflow actions based on your account's time zone. 

    • The timing for the rescheduled action is determined by when the enrolled record reaches the workflow action:

      • If a record reaches an action outside the specified days and time: the workflow will reschedule the action for the earliest available time on the next available day.
      • If a record reaches an action outside the specified days but during the specified execution hours: the workflow will reschedule the action for the same time on the next available day. This'll also apply if a workflow has a pause date added to the Don't run actions on specific date setting.

• • • To prevent workflow overload, actions are rescheduled to execute within a 15-minute window. For example, if the next available time is 9:00 AM, actions will be rescheduled between 9:00 - 9:15 AM.
    • Delays and if/then branches are not rescheduled, but the following action will be. For example, a deal-based workflow is set to only execute actions Monday through Thursday, 9:00 AM to 5:00 PM. The deal enters a 2-day delay on Thursday, then exits the delay on Saturday. The next action will be rescheduled for Monday between 9:00 - 9:15 AM.

• • Don't run actions on specific dates: pause a workflow to prevent actions from executing on specific dates. You can also set the dates to pause annually. On those dates, when a record reaches an action, it'll pause until the next available date. When using pause dates, do note the following:

    • Pause dates will take other date settings into account when rescheduling actions. For example, a workflow is set to only execute actions on Monday to Wednesday from 9AM to 5PM. If you add a pause date that takes place on a Wednesday, any actions scheduled for that Wednesday will be moved to the next Monday at 9AM.
    • Records will still enroll and enter delays and if/then branches on paused days. Once they leave the delay or if/then branch, they will pause at the next action instead. 
  • Schedule workflow to turn off automatically: schedule the workflow to turn off after a specific date and time. Learn more about turning off workflows.

Performance notifications (Enterprise only)

Before setting up notifications in the workflow editor, ensure that your user notifications are turned on.

While Super admins in Enterprise accounts can set default notification preferences for other users, preferences set by individual users will take precedence over the defaults. Learn more about setting up user notifications in HubSpot. 

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Notifications.
• At the top, click the Email tab.
• In the Email section, click to toggle the switch on to receive email notifications to your inbox.
• Scroll down and click to expand the Workflows section.
• Select the checkboxes next to the relevant notification types.
   

Set workflow notifications

• In your HubSpot account, navigate to Automation > Workflows.
• Click the name of your workflow.
• In the workflow editor, in the top left, click Settings.
• In the Performance section of the right panel, configure the following:
  • Get notified when this workflow needs review: notify users and teams each time the workflow's status changes to Needs review. 
    • You'll be notified the first time any issues occur in this workflow.
    • After the issues are reviewed, the status will change to Reviewed.
    • If any new issues occur, or if any already-reviewed issues reoccur, the status will change back to Needs review and trigger a notification again.

• • Get notified if the enrollment rate changes: notify users and teams each time the workflow's enrollment increases or decreases past a specified threshold. You can choose to use Breeze Intelligence to determine this threshold or manually set a rate of increase or decrease to trigger the notification. 
    • Use Breeze Intelligence: use Breeze, HubSpot's AI, to automatically detect unusual changes to enrollment rates.
      • Breeze Intelligence will compare the enrollment rate each day to the pattern of enrollment during the past month. Unusual dips or spikes in enrollment rates will trigger email notifications.
      • When using this setting, users do not need to set a threshold. 
    • Use a manual range: manually set a rate of increase or decrease to trigger the email notifications. When selecting this option, configure the following: 
      • Check count: choose whether to check the enrollment count weekly or daily. 
        • Weekly: check and send an internal email notification every Friday at 10AM if week-over-week enrollment rates for the workflow increase or decrease by the specified percentage. 
        • Daily: check and send an internal email notification every day at 10AM if daily enrollment rates for the workflow increase or decrease by the specified percentage. 
      • Increased at least: enter a percentage to trigger this notification if enrollment increases.
        • If enrollment rates increase by more than this percentage, the workflow email notification will be sent.
        • If this option is left blank, notification emails will not be triggered for increased enrollments in the workflow. 
      • Decreased by at least: enter a percentage to trigger this notification if enrollment decreases. 
        • If enrollment rates decrease by more than this percentage, the workflow email notification will be sent.
        • If this option is left blank, notification emails will not be triggered for decreased enrollments in the workflow. 

• • Notification recipients: if the Get notified when this workflow needs review or Get notified if the enrollment rate changes option is toggled on, this field will appear. You can choose to send the corresponding notifications to individual users or specific teams. 

    • Send to these users: select specific users to send the workflow notification email. Individual users must have workflow email notifications turned on in their settings to receive this email. 
    • Send to these teams: select specific teams to send the workflow notification email. Users in these teams must have workflow email notifications turned on in their settings to receive this email.
  • Compare conversion for each branch and end-point (BETA): turn on this setting to begin tracking conversion and performance metrics for the workflow. Learn more about reviewing your workflow's conversion and performance data. 
     
     

Connections

In contact-based workflows, you can specify if a contact should unenroll from other workflows when enrolled into the selected workflow. The setting will only apply at the time of enrollment, it will not unenroll the contact from other workflows in the future. By default, this setting is turned off.

• In your HubSpot account, navigate to Automation > Workflows.

• Click the name of your workflow.
• In the top left, click Settings.
• In the right panel, in the Connections section, toggle on the Unenroll contacts from other workflows when enrolled in this workflow switch. Then, select which workflows the contact should unenroll from:
  • Unenroll from all other workflows: the contact will be removed from all other workflows at the time of enrollment. 
  • Unenroll from specific workflows: the contact will be removed from the specified workflows at the time of enrollment. 
    • To select a workflow, click the dropdown menu and select the checkboxes next to the workflow you'd like contacts to be removed from. 
    • To remove a workflow from this setting, click the x icon next to the workflow name.