Workflows

Manage your workflow settings

Last updated: January 12, 2021

Applies to:

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

In your workflow's settings, you can manage when actions should execute, set unenrollment criteria, add associated campaigns, and allow Salesforce enrollment.

  • In your HubSpot account, navigate to Automation > Workflows.
  • Click the name of a workflow.
  • In the workflow editor, click the Settings tab.

General

In the General section, you can manage the days of the week and times that actions can execute, allow contacts to be enrolled from Salesforce, and associate contact-based workflows with HubSpot campaigns. 

platform-workflow-general-tab-settings

Set times for actions to execute

By default, workflow actions will execute as soon as an enrolled record reaches the action. To specify when actions can take place:

  • Select Specific times.
  • Select a day from the dropdown menu. Then use the dropdown menus to specify the time range for actions to execute. Times are based on the timezone selected in your account settings
  • To add more action execution times, click Add hours.

workflow-settings-specific-times-platform

When a record reaches an action outside of the set timeframe, the action will be rescheduled for the next available time. To prevent workflow overload, actions are rescheduled to execute within a 15-minute timeframe. For example, if the next available time is 9:00 AM, actions will be rescheduled for times between 9:00 - 9:15 AM.

Delays and if/then branches aren't rescheduled, but the action that follows will. For example:

  • A deal-based workflow is set to only execute actions Monday through Thursday, 9:00 AM to 5:00 PM.
  • A deal enters a 2-day delay on Thursday, then exits the delay on Saturday.
  • After exiting the delay on Saturday, the deal proceeds to the next step, which is an if/then branch.
  • The deal is checked against the if/then branch, then proceeds down the YES branch. The next action is then rescheduled for Monday between 9:00 - 9:15 AM.

Set pause dates to prevent actions from executing

You can set a workflow to prevent actions from executing on specific dates. On those date, when a record reaches an action, the action will pause until the next available date. 

For example,  you created a workflow for an upcoming marketing campaign. If your campaign is running in November, you may not want to send out emails during the U.S. Thanksgiving holiday. You could add a pause date so that your email actions won't send out emails on November 26th. Contacts who reach the email send action on that date will be sent their email the next day at midnight instead.

Pause dates take other date settings into account when rescheduling actions. For example,  a workflow is set to only execute actions Monday - Wednesday from 9AM to 5PM. If you add a pause date that takes place on a Wednesday, actions on that day will be rescheduled for the next Monday at 9AM.

Please note: records will still enroll and enter delays and if/then branches on paused days. Once they enter the workflow or leave the delay or if/then branch, they will pause at the next action.

To add a pause date to your workflow:

  • Under On what upcoming days do you want to pause actions from executing? click + Add dates

    pause-action-add-dates-setting
  • Select a date by clicking the date field. You can only select days in the future, starting with tomorrow's date. To pause actions on the same date every year, select the Annually checkbox.

    pause-action-dates-field-
  • Add more dates by clicking + Add dates, or click Save to save your changes.

Allow enrollment from Salesforce

In contact-based workflows, if you've installed the Salesforce integration and added the HubSpot Visualforce window, you can choose to enroll Salesforce leads and contacts that have synced to HubSpot. To enroll Salesforce leads or contacts, select Yes, allow enrollment from Salesforce.

Learn more about enrolling your Salesforce leads or contacts into HubSpot workflows directly from Salesforce.

Associate your workflow with a HubSpot campaign

If you're a Marketing Hub Professional or Enterprise user, this contact-based workflow setting allows you to associate your workflows to any of your campaigns. Click the Campaigns associated with dropdown menu and select a campaign name.

workflows-campaign-associated-with

When a campaign is associated with a workflow, the following data will be available in the campaign:

  • The number of enrolled contacts.
  • The number of contacts that joined the goal list. Learn more about setting up workflow goals.
  • The overall workflow conversion rate. This is calculated by dividing the Joined goal list number by the Started workflow number, then multiplying by 100 to get a percentage.

campaigns-workflow-card

Unenrollment and suppression

Settings in the Unenrollment and suppression section allow you to control which records enroll and when.

In company, deal, quote, and ticket-based workflows, you can set the criteria that unenrolls active records and also prevents them from enrolling or re-enrolling.

In contact-based workflows, you can manage the enrollment of merged contacts, remove contacts that no longer meet enrollment criteria, and prevent enrollment of contacts in specific lists.

platform-workflow-unenrollment-and-suppression

Set unenrollment criteria for companies, deals, quotes, and tickets

In company, deal, quote, and ticket-based workflows, unenrollment criteria both removes actively enrolled records from the workflow and prevents them from enrolling or re-enrolling.

  • Click Set unenrollment triggers.
  • In the right panel, set your unenrollment triggers. Then, click Apply filter. Learn more about unenrollment triggers in workflows.
  • Add more unenrollment triggers as needed, then click Save.

Remove enrolled contacts from other workflows

This contact-based workflow setting allows you to decide what will happen to enrolled contacts who are also enrolled in another workflow. By default, contacts will not be removed from other workflows.

  • Do not remove them from other workflows: contacts will remain enrolled in other workflows.
  • Remove them from all other workflows: once the contact is enrolled in this workflow, they will be removed from all other workflows.
  • Remove them from a specific workflow: once the contact is enrolled in this workflow, they will be removed from any workflow you select from the dropdown menu. Click the Remove them from specific workflows dropdown menu to select the specific workflow(s).

Allow merged contacts to enroll

When you merge contacts, the merged contact may now meet enrollment criteria for workflows. By default, contacts won't be enrolled in existing workflows as a result of merged data, but can be enrolled in the future if they meet the criteria again.

To set your workflow to enroll contacts that qualify at the time of merging, select Yes for this setting.



workflow-contact-merge-setting

 

Remove contacts that no longer meet enrollment criteria

This setting determines whether a contact will be removed if they no longer meet the enrollment criteria while enrolled.

The No, keep them in this workflow option is selected by default. Select Yes, remove them from this workflow to remove contacts when they no longer meet the starting enrollment criteria.

Please note: if you have a contact currently enrolled in the workflow that did not meet the enrollment triggers before this setting was enabled, they will not be unenrolled from the workflow once the setting is enabled and you will need to manually unenroll them.

This setting also applies to test contacts. If you enroll a test contact that does not meet the enrollment triggers when this setting is enabled, they will be automatically unenrolled from the workflow and will not execute any of the steps.

Add a suppression list

In contact-based workflows, click the Suppression lists for this workflow dropdown menu and select a list of contacts that you don't want enrolled in the workflow.

Please note:

Adding a suppression list to a workflow will do one of three things based on a contact's current enrollment status:

  1. Contact is not currently enrolled in the workflow and is a member of the suppression list: the contact will not be enrolled in the workflow even if they meet the enrollment triggers at a later time, and will appear in the workflow's history as being found in a suppression list and unenrolled.
  2. Contact is currently enrolled in the workflow and is a member of the suppression list: the contact will be unenrolled when they reach the next step in the workflow.
  3. Contact is currently enrolled in the workflow and is not a member of the suppression list: the contact will remain in the workflow. However, if they meet the criteria of the suppression list at a later time, they will be unenrolled.

If a suppression list is removed from a workflow's settings, or if contacts are removed from a suppression list, those contacts will not automatically enroll in the workflow, even if they meet the workflow's enrollment triggers. They will be eligible to enroll the next time they meet the workflow's enrollment or re-enrollment criteria.