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Workflows

Set your workflow enrollment triggers

Last updated: July 25, 2022

Applies to:

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

Set workflow enrollment triggers to automatically enroll records in a workflow when they meet specific criteria. Depending on the type of workflow, different enrollment triggers will be available.

To watch an overview of this process, check out the video below:

See the full HubSpot Academy lesson: Workflows deep dive

Before you get started

Please take note of the following:

  • You can add up to 250 filters to a workflow's enrollment triggers.
  • By default, records are only enrolled in workflows the first time they meet the workflow enrollment triggers or are enrolled manually. Learn how to use re-enrollment triggers to allow records to re-enroll in your workflows.
  • You don't need to set enrollment triggers if you'll only be manually enrolling records in a workflow or enrolling records through another workflow's Enroll in another workflow action.
  • You can enroll contacts in a workflow from a chatflow. This is considered a manual enrollment.
  • If you're refining your enrollment trigger by adding a refine by criteria, only one refine by criteria can be added. For example, you cannot refine a page view enrollment trigger by both date and number of times viewed.
  • Some enrollment triggers can depend on your user permissions. For example, if your user account does not have Forms permission, the Form submission enrollment trigger will not display. 

Please also note the following workflow enrollment exceptions:

  • Only Marketing Hub Professional or Enterprise accounts can use page views and CTAs as enrollment triggers.
  • Only Sales Hub Professional or Enterprise accounts can use quote-based enrollment triggers.

Common workflow enrollment triggers

Learn more about common workflow enrollment triggers in the table below: 

Workflow type Enrollment trigger Details 

All workflow types

Property values

Enroll records based on their property values or the property values of any associated records. Learn more about managing your properties.

  • Depending on the workflow object, different object properties will be available for enrollment triggers. For example, in a quote-based workflow, you can enroll quotes using deal, quote, or subscription properties because quotes are associated with deals and subscriptions.
  • Number field types can be blank or a 0, different trigger criteria may include or exclude certain records. If a record had associations that have since been removed, the record will have a value of 0 for the associated object property. Only records that have never had associations will have no data for the associated object property.
  • By default, company, deal, quote, ticket, subscription, and custom object-based workflows will exclude records with no data. To include these records, select the Include records where number of [property name] is empty checkbox. 

Contacts, Companies,  Deals, Tickets, and Custom objects

Association labels

If you've associated multiple companies with your records and you've labeled these associations, you can further filter your enrollments based on these association labels.

For example, rather than enrolling all companies associated with contacts that have a Lifecycle stage of Opportunity. You can further filter by companies associated with contacts by specific [association labels] that also meet the same criteria.
 
Learn more about using association labels as enrollment triggers and in other workflow actions

Contacts, Companies, Deals, Tickets, Quotes, and Custom objects Activities

Enroll records in a workflow based on associated activities and engagements logged to records in HubSpot such as:

  • meetings
  • conversations
  • tasks
  • notes
  • one-to-one emails
  • phone calls
Activities cannot be used as re-enrollment triggers. Learn more about using activity properties in a filter.
Contacts, Companies, Deals, Tickets, Quotes Tracked terms

Enroll records in a workflow based on specific tracked terms detected in a call transcript:

  • In contact-based workflows, you can find theTracked terms option under Activity properties.
  • In company, deal, ticket, and quote-based workflows, you can find Tracked terms under Engagement.
Contacts, Deals, Subscriptions, and Payments

Line items

Enroll records based on associated line items. For example, you can set up your workflow to enroll deals based on a filter of Discount % is greater than 10. Any records with an associated line item that's been discounted more than 10% could then enroll in the workflow.

Line items cannot be used as re-enrollment triggers. 
Companies, Deals, Quotes, Subscriptions, and Payments

Subscriptions

Enroll records based on associated subscriptions. A subscription is created and associated with a record when a buyer makes a recurring payment on a payment link or quote using the payments tool. 

For example, you can set up a workflow to enroll records based on a filter of Recurring billing frequency is equal to monthly. This workflow can then be used to send upcoming payment reminder emails to customers that are subscribed to monthly recurring products.

subscription-enrollment-trigger
Companies, Deals, Quotes, Subscriptions, and Payments

Payments

Enroll records based on payment information when a payment is made on a payment link or quote using the payments tool. 

For example, you can set up a workflow to enroll records based on a filter of Payment status is any of succeeded. This workflow can then be used to send confirmation emails to customers that successfully made payment.

Feedback submissions

Feedback submission data

Enroll feedback submissions based on feedback submission properties such as the Feedback sentiment, Survey Name, and more. 

Feedback submissions can also be enrolled based on associated contact and ticket information. 

Conversations

Conversation data Enroll conversations based on conversation properties such as the Agent first response time, Last message receive date, and more. 

Conversations can also be enrolled based on associated contact and ticket information. 

Contacts and Companies

List membership Enroll records when they join an active or static list. When a record meets the list's criteria, it will become a member of the list and enroll in the workflow.

Workflows can only enroll based on lists that are the same type as the workflow. For example, contact-based workflows can only enroll from contact lists.

Contacts

Privacy consent Enroll contacts with a specific cookie consent status. This value is obtained when a contact visits your website, and accepts, rejects, or revokes cookies through your cookie policy banner.

Contacts Form submissions Enroll contacts in your workflow based on the forms they submit on HubSpot pages. This can be further refined by date or number of times the contact submitted a form. 

This trigger will also apply to contacts that enter their email address to view a document.

Contacts  Marketing email activity Enroll contacts based on their marketing email activity such as email clicks, opens, bounces, and unsubscribes.

Contacts  Email subscriptions Enroll contacts based on their email subscription statuses. Learn more about how subscriptions work and how you can manage your contacts' subscriptions.


Contacts  Import Enroll contacts based on the import they were part of when added to HubSpot.

Contacts  Page views Enroll contacts that have visited specific pages, this can be further refined by date or number of times the contact visited a page.  Learn more about using page views as filters

Contacts  Behavioral events

Enroll contacts that have either completed or did not complete an event.

  • If the option Contact has completed is selected, the filter can be refined by date or number of times the event is completed.
  • If the option Contact has not completed is selected, the filter cannot be further refined.

This enrollment trigger is only available for HubSpot accounts with legacy behavioral events. Events created in the updated custom behavioral events tool, such as manually tracked behavioral events, will not appear in this trigger.

Contacts Workflows Enroll contacts that are active, have completed, met a workflow goal, etc in this or any other workflow in your account. 


Contacts   Call-to-Action  Enroll contacts that have seen, not seen, clicked, or not clicked on a specific call-to-action. This can be further refined by date or number of times that the contact interacted with the CTA.

Contacts  Google Ad, Facebook Ad, or LinkedIn Ad property If you’ve connected a Google, Facebook, or LinkedIn ad account to HubSpot, you can enroll contacts based on the corresponding ad property.

For example, you can enroll contacts with a Google Ads ad click ID property value of is known.

 

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