Workflows | Frequently Asked Questions
Last updated: April 21, 2021
Find answers and general information quickly about the workflows tool in HubSpot.
Can I set my workflow to automatically expire or turn off?
No, the workflow will need to be turned off manually to stop the automation.
When a workflow is turned off, records that meet the enrollment triggers won't be enrolled in the workflow. Records that are still in the workflow will continue through the workflow, but any actions apart from delays will not be executed.
Learn more about how to turn off your workflow and how it impacts records in the workflow.
Can I pause my workflow?
While there isn't a general pause button for your workflow, you can set up pause dates so that actions don't execute on specific days. Instead, actions on that day will reschedule to the next available day. This is especially useful for managing campaigns that overlap with holidays and other sensitive dates.
Learn more about setting up pause dates.
Why was my action skipped because of an "infinite loop"?
When you view your workflow history, you may see that an action was skipped to prevent an infinite loop.
This indicates that your workflow has an action to create a record that also meets the enrollment criteria of the same workflow. If this record was allowed to be created, it will be enrolled and lead to the same action that creates a new record, which also will meet the same enrollment criteria. This creates an "infinite loop" and the workflow will create records non-stop.
HubSpot prevents this action from occurring so that the workflow will not create records indefinitely. When you encounter such an error, review your workflow to ensure that new records created will not meet the enrollment criteria of the workflow.
Why aren't existing records that meet a workflow's enrollment triggers being enrolled in the workflow after turning it on?
Before activating your workflow, there is an option on the Review screen that asks if existing records should be enrolled once the workflow is turned on.
If this option is set to No, only enroll objects which meet the trigger criteria after turning the workflow on, then any existing contacts, companies, deals, quotes, or tickets will not be enrolled automatically even if they currently meet the criteria. The only records that will enroll are the ones that change to meet the enrollment triggers after the workflow is turned on.
When you change the enrollment triggers in any active workflow, a dialog box will appear for you to choose to immediately enroll any existing records that meet the updated enrollment triggers. If you have a Marketing Hub Starter, Professional, or Enterprise account, you can view a list of contacts that will be enrolled once the workflow is enabled by clicking Use lists to see these contacts.
This will redirect you to a new static list based on the workflow enrollment criteria. The list will automatically be saved and can be accessed from your lists dashboard (Contacts > Lists).
Learn more about enrolling existing records that meet the enrollment triggers.
Why aren't previously enrolled records that meet a workflow's enrollment triggers again being re-enrolled in the workflow?
By default, records are only enrolled in workflows the first time they meet the workflow enrollment triggers or are enrolled manually. Learn how to add re-enrollment triggers to allow records to be re-enrolled in a workflow.
What happens when I edit an active list used in a workflow's enrollment triggers? (Marketing Hub Professional and Enterprise only)
When you edit the filters in an active list used in an active workflow's enrollment triggers, then attempt to save the list, a dialog box will appear for you to choose if existing contacts that meet the newly updated list criteria should be immediately enrolled in the workflow.
Why are my workflow actions not executing at the expected time?
When a large number of records are being enrolled in a workflow or executing an action at the same time, the workflow may be throttled. When a workflow is throttled, actions will not execute immediately, but in a queue as records are processed.
In Center on a date or Center on a date property contact-based workflows, this may cause contacts to miss the first action if it's scheduled shortly after they're enrolled in the workflow. To avoid this, you can enroll your contacts in advance, or schedule the first action at a later time relative to the date or date property.
What happens to enrolled records when I add more workflow actions?
Adding actions to an active workflow may impact records that are enrolled and active in the workflow.
When you add an action, any records that haven't yet made it to the new action will be scheduled for it when they reach that action. Any records that have already proceeded past that point will not complete the new action.
For example, in a workflow with two actions, when a new action is added between the first action and second action:
- The contact Pablo the Cat is currently scheduled for the first action. Because the new action comes after the action they're scheduled for, they'll then be scheduled for the new action after they execute the first action.
- The contact Tito the Cat is scheduled for the original second action (now third action). Because the contact has already proceeded past the point where the new action was added, they will not be scheduled for the new action.
What happens to enrolled records when I remove workflow actions?
Removing actions from an active workflow will affect any records that are currently scheduled for that action. When you remove an action that has scheduled records, the records will not execute that action. The records will proceed to the next step of the workflow and continue in the workflow. An error will also appear for that action in the workflow history.
When records are scheduled for an action, the action will show a count of those records, such as 1 contact in this action.
To view the specific records and how long they're scheduled to wait in the action:
- Click the action.
- In the right panel, click the [Object] in action tab.
- View the list of records waiting in the action, along with how much time is remaining.
Why is the rotate leads action in my workflow delayed for 10 minutes for new contacts?
If the Assign company owner to contact by default setting is enabled, you'll see an alert when you add a Rotate leads action to a contact-based workflow: New contacts will take about 10 minutes to be processed because the contact and company owner sync is enabled.
When a new HubSpot contact is created, and ownership is synced between contacts and companies, it may take some time for the contact to be associated with a company, and then for the company's owner to sync to the contact. As a result, new contacts will be delayed for 10 minutes before executing the Rotate leads action, to allow sufficient time for the contact-company association to take place and ownership to sync.
Why are some of my marketing emails not available to be sent in workflows? (Marketing Hub Professional and Enterprise only)
Only marketing emails that have been saved for automation can be sent in workflows. If a marketing email is a draft or has been previously sent to a list of recipients, it will not appear for selection in the Send email action.
What happens to records waiting in a workflow delay when the delay is deleted?
When you delete a delay, records waiting in the delay will immediately skip the delay, then proceed through the rest of the workflow.
Learn more about editing workflow delays.
What happens to records waiting in a workflow delay when the delay timing is changed?
- If you make a delay longer, delayed records will be rescheduled to complete the remainder of the new delay length. For example, if you adjust a delay from one hour to two hours, records that have already waited 30 minutes will wait for an additional hour and 30 minutes.
- If you make a delay shorter, records will be either be rescheduled to the new length, or exit the delay. For example, if you adjust a delay from two hours to one hour, a record that's waited for 30 minutes will wait for an additional 30 minutes. A record that's waited an hour and 30 minutes will exit the delay immediately.
Learn more about editing workflow delays.
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