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Workflows

Understand your workflow details page

Last updated: June 8, 2022

Applies to:

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

From the workflow details page, you can get an overview of your workflow history and performance. View a workflow's history to see past events that have occurred and analyze the performance of your workflow to measure its effectiveness. 

You can also view a workflow's enrollment history from the workflow editor.

  • In your HubSpot account, navigate to Automation > Workflows.
  • Navigate to the workflow details page:
    • If your workflow has been turned on, click the name of the workflow.
    • If your workflow is turned off, click the name of the workflow to navigate to the workflow editor. In the top left of the editor, click Details.
  • In the upper left, the following workflow data will be displayed: 
    • Created: the date the workflow was created. 
    • Last updated: the date the workflow was last updated. 
    • Type: the object the workflow is based on, and the type of workflow used.
    • Total enrolled: the total number of records ever enrolled in the workflow.
    • Active enrolled: the number of records currently enrolled and active in the workflow.

Please note: the Active Enrolled metric is being replaced with 7-day Enrollment Average and Objects on Hold metrics. Starting from July 1, 2022 UTC, the Active Enrolled metric and column will no longer be available. 

    • 7-day enrollment average: the average number of records enrolled each day over the past 7 days. For example, if you had 700 enrollments over 7 days, your 7-day enrollment average would be 100. This metric is based on your time zone. 
    • Objects on hold: the number of enrolled records that are in delays, or waiting on time-based settings. Examples of time-based settings include the options to set specific times for actions to execute or to set pause dates to prevent actions from executing

  • To see all workflow connections, click View connections
    • This workflow uses: view a list and count of what the workflow actions are connected to, such as properties, automated emails, lists, etc. 
    • Tools that use this workflow: view a list of tools that use the workflow. 

View your workflow history

After creating your workflow and turning it on, navigate to the workflow details page to view the events that have occurred in the workflow, including action logs and enrollment history

Action logs

On the Actions logs tab, view the events that have happened within the past 90 days, including enrollments. For enrollments and actions that happened more than 90 days ago, check out the Enrollment history tab.

The events are displayed in reverse chronological order, with the most recent events appearing at the top.

  • The Action logs table displays:
    • [Record]: the name of the record that links to its record page.
    • Action: the step of the workflow that caused the event.
    • Event: the result of the action.
    • Time: when the action happened. The timestamp reflects the account's default time zone.
  • By default, the Actions logs display events for all event types. To filter events, in the upper left, click the dropdown menus:
    • Date range: filter by time period.
    • All action types: filter by action.
    • All events: filter by Progress updates, Successful actions, or Alerts and errors. This can help to identify workflow issues, such as an email failing to send.
    • Revisions: filter by the version history of the workflow shown by timestamp. 
    • Actions in revision: filter by a specific action in the workflow. A specific revision must be selected to use this filter, this filter will not work if the Revisions filter is set to All revisions
  • To remove all filters, click Clear filters
  • In the upper right, use the search bar to search for a specific object. If the object is currently enrolled or has ever been enrolled in the workflow, you can view all workflow events that occurred to the object.

  • To unenroll a record from the workflow, hover over an event, then click Unenroll.
  • To view the workflow revision at the time of an event, hover over an event, then click Event details.



    • Click the Timestamp under Workflow revision at time of event. This timestamp reflects when the workflow was revised. You will also see the user who changed the workflow underneath the timestamp.

event-details-sidebar-timestamp

    • On the workflow revision screen, view the enrollment conditions and actions set in the workflow in that version. You can click the enrollment triggers and action boxes to view the details of that version. The workflow cannot be edited from this view.

Please note: workflow settings such as unenrollment and suppression aren't included in revision history. Revisions are read-only and can't be restored.

    • To return to the previous screen, click Back to history in the upper-left, or click All workflows to return to the workflow dashboard.

Enrollment history

In the Enrollment history tab, view all workflow enrollments, including enrollments from more than 90 days ago. Enrollment history will also display all actions that occurred for a record.

  • To filter your workflow enrollment history, in the upper left, click the dropdown menus:
    • Date range: filter by time period.
    • Revisions: filter by the version history of the workflow shown by timestamp. 
  • To view the complete workflow history for a record in the Enrollment history tab:
    • Hover over the record you want to see the history of, then click Enrollment details.
    • In the right panel, view the record's workflow history. Workflow events will be listed in descending order, with the initial enrollment at the top. To view the details of an event, click the name of the event to expand it. 
      • Time: the time that the event happened.
      • Workflow revision at time of event: the version of the workflow at the time of the event. You will also see the user who changed the workflow. Click the timestamp to view the workflow layout at the time.
      • Action: the step of the workflow where the action occurred. Click the action name to view the action in the workflow editor.

        workflow-history-enrollment-details

 

Analyze your workflow performance

On the Performance tab, analyze the performance of your workflow with metrics such as enrollments and email trends. 

Top metrics

The Top metrics report shows the total number of records ever enrolled in the workflow and the number of active records currently in the workflow. 

The Enrollment over time report shows the performance of enrolled records in the workflow in the selected time period:

  • [Object-type] enrolled: the number of records currently enrolled in the workflow.
  • [Object-type] lost: the number of that were manually unenrolled, on a suppression list, or removed by enrollment in another workflow. This also includes records that were lost due to contacts unsubscribing from an email, hard bouncing, or by marking an email as spam
  • Completed workflow: the number of records that completed the final action in the workflow.

To use the Enrollment over time performance report:

  • Hover over a data point in the chart to view a numerical breakdown of each metric.
  • In the top right, click the Actions > Edit to select or compare different time periods.

If any automated marketing emails were sent with a Send email action in the workflow, a number of email performance reports will be available.

  • Emails in workflow: this report shows all marketing emails sent in the workflow based on the percentage of contacts who were skipped, sent, delivered, opened, and clicked the email, as well as the overall performance of the email based on the average metrics of all marketing emails in your account.
    • To sort the report by a specific metric, click the respective column header.
    • To select a different time period, in the top right Date range section, click the date pickers and set a date range.
    • To view raw counts instead of rates (percentages), in the top right, click the View as dropdown menu. 

Please note: because of changes related to Apple's recently announced iOS 15 privacy features, your email opens may appear higher than usual. You can consider using clicks or replies instead of email opens for your workflow goals instead. Learn more about how to navigate these changes in HubSpot.

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