Organize your workflows

From the workflows page, you can navigate to the following tabs: 

• All workflows: all workflows created directly in the workflows tool and workflows created from other tools such as forms, emails, tickets, or deals.
• Needs review: workflows that have encountered errors in the last 7 days will display. Learn how to identify and troubleshoot common workflow errors. 
• Unused: workflows that are turned off or haven't executed any actions in the last 90 days will display. Learn how to manage your unused workflows. 
• Deleted: workflows that have been deleted in the past 90 days will display. You can restore deleted workflows from the Recently deleted tab, learn how to delete and restore workflows. 

Manage your workflow views 

To find specific workflows, you can either search by name or filter your workflows. You can also update the columns in the views to display specific workflow data. Before choosing what to display on the workflow view, learn more about workflow details. 

When reviewing your workflows, if an existing workflow references a restricted property:

• Users with View only permissions cannot edit the workflow. This includes enrollment triggers and other workflow actions. The workflow will display in view-only.
• Users with no access to the properties will not be able to access the workflows. The workflow will be greyed out for the user on the index page and won’t be accessible. 

To manage your workflow views:

• In your HubSpot account, navigate to Automations > Workflows.
• In the top search bar, enter the name of the workflow you want to locate. 
• You can refine your search results by filtering by workflow type:
  • On or Off: filter by workflows that are turned on or off. 
  • Type: filter by the workflow object type, such as deal or company-based workflows.
  • Business Units: if you have a Marketing Hub Enterprise subscription and the business units add-on, you can filter by the workflow's assigned business units. 
  • Creator: filter by the user that created the workflow. 
  • Teams: filter by the team that the workflow is assigned to. 

• • Tool created from: filter by the tool that the workflow was created from, such as the forms tool or the workflows app. 
  • Action type: filter by the actions within a workflow. For example, you can filter by workflows that contain a delay or a Create record action. 

• • Advanced filters: filter by advanced workflow details such as workflow enrollments or triggers. Learn more about filtering your records in HubSpot. 

• • • In the right panel, click Add filter. 
    • To add more filter criteria, click AND or OR. Learn more about using AND and OR logic in HubSpot. 
    • To clone a filter group, click Clone. 
    • To delete a filter group, click Delete.

• • • To remove existing filter criteria, hover over the criteria and click the delete delete icon.
       

• To customize the workflow data displayed in the view, in the top right, click Actions > Edit columns. Update the view from the dialog box: 
  • On the left, select the checkboxes next to the properties or associations you want to appear in the view. 
  • On the right, click and drag the properties to rearrange them in the view.
  • To remove a property, click x.
  • Click Save.
     

• To save the selected filters as a view, click Save view in the top right.
• In the dialog box, enter a name for your view and select which users can access the saved view. Then, click Save. 

Assign business units to your workflows

Users with Marketing Hub Enterprise subscriptions who have purchased the Business Units Add-On can assign workflows with business units.

By default, workflows are not assigned to a business unit. A workflow does not have to have a business unit assigned. However, business units are useful for organizing your workflows by individual brand.

• In your HubSpot account, navigate to Automations > Workflows.
• To assign an individual workflow to a specific business unit:
  • Hover over the name of the workflow and click More. Then, select Assign business unit.
  • If the workflow already has a business unit assigned, hover the name of the workflow and click More, then select Change business unit.
     

• To assign multiple workflows in bulk:
  • In the workflows table, select the checkboxes next to the workflows that you want to assign to the same business unit.
  • At the top, click Assign business unit. If the workflow has an existing business unit, it will be reassigned to the new selected business unit. 
     

• In the dialog box, click the Business units dropdown menu and select a business unit. Only one business unit can be assigned to a workflow.
• At the bottom, click Save. 
   

Organize your workflows with folders

Organize your workflows into folders on the workflows dashboard. Once created, folders will display on the dashboard with your workflows. 

Create and manage folders

• In your HubSpot account, navigate to Automations > Workflows.
• In the top right, click the Folders tab.
• In the upper left, click Create folder. 
• In the dialog box, enter the folder name. Then, click Save.
   

• To change a folder name, click on the folder. Then, click Actions and select Rename folder. Click Save.
• To delete a folder, select the folder. Then, click Actions and select Delete folder. Click Delete folder.
   

Create and manage folders

• In your HubSpot account, navigate to Automations > Workflows.
• In the top right, click the Folders tab.
• To move individual workflows to a folder:
  • Hover over the workflow and click Actions. Then, click Move to folder.
  • In the dialog box, select a folder. 
  • At the bottom, click Move. 
     

• To move workflows to a folder in bulk: 
  • On the Folders tab, select the checkboxes next to the workflows you want to move into the folder.
  • In the header row, click Move.
  • In the dialog box, select the desired folder, then click Move.