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Your college's marketing office manages a master workflow that automatically sends emails to any student who has filled out a form and selected your college. Additionally, several marketing-specific workflows are set up for targeted communications.

To view your college’s existing workflows or create new ones, navigate to Automations > Workflows.

Only some individuals have access to edit or create workflows to protect against the number of messages that our students receive and preserve our District's email deliverability rating. If you do not have access to workflows, you will need to work with your local college Marketing office to create them.

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🥇 Best Practices

Manage Your Workflows

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Once created, folders will display alongside your workflows on the dashboard.

  • Create and manage folders.

    • In your HubSpot account, navigate to Automations > Workflows.

    • In the top right, click the Folders tab.

    • Hover over the workflow and click Actions. Then, click Move to folder.

    • In the dialog box, select your college’s folder. 

    • At the bottom, click Move. 

Test your workflow.

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  • In HubSpot, go to Automation > Workflows, and select the workflow you want to test.

  • Use the "Test" feature, and click the Test button in the upper right corner of the screen.

  • Choose a Contact to Test:

    • You'll be prompted to select a contact. This allows you to simulate the workflow for a specific person to ensure it functions correctly.

    • Select the contact you want to test with, ensuring they meet the enrollment criteria you've set up in the workflow.

  • Review the Workflow:

    • HubSpot will run through the workflow as if the chosen contact has entered the workflow, showing you each step of the process and what actions would be taken, like sending an email or updating a property.

    • You can check to see if actions like emails, delays, and conditions are functioning as expected.

  • Troubleshoot Errors:

    • If there are any issues, HubSpot will alert you with error messages. Review and adjust the workflow actions or triggers based on the feedback provided.

    • Test specific workflow actions by clicking into the individual steps within the workflow and selecting "Test action" to ensure they work correctly.

  • After running the test, carefully review the results. Make sure the correct emails are triggered, contacts are enrolled and unenrolled properly, and all actions execute as planned.

💻 Watch Our Video on Workflows

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Expand
titlePublishing and Managing the Workflow

When you're ready to activate the workflow:

  1. Select Review and publish. (If only "Review" is visible, resolve any issues before continuing.)

  2. Choose whether to enroll existing contacts or only new contacts who meet the criteria.

  3. Review the Timing, Notifications, and Connections, and ensure the Details of the workflow are correct.

  4. Set an end-date if it’s a time-specific campaign to prevent unnecessary active workflows.

  5. Click Turn on workflow to make it live.

Organize your workflows with folders

Once created, folders will display alongside your workflows on the dashboard.

  • Create and manage folders.

    • In your HubSpot account, navigate to Automations > Workflows.

    • In the top right, click the Folders tab.

    • Hover over the workflow and click Actions. Then, click Move to folder.

    • In the dialog box, select your college’s folder. 

    • At the bottom, click Move.

Test your workflow.

Testing workflows before activating them ensures that your automation function properly and that contacts will receive the correct messages or actions at the right time.

  • In HubSpot, go to Automation > Workflows, and select the workflow you want to test.

  • Use the "Test" feature, and click the Test button in the upper right corner of the screen.

  • Choose a Contact to Test:

    • You'll be prompted to select a contact. This allows you to simulate the workflow for a specific person to ensure it functions correctly.

    • Select the contact you want to test with, ensuring they meet the enrollment criteria you've set up in the workflow.

  • Review the Workflow:

    • HubSpot will run through the workflow as if the chosen contact has entered the workflow, showing you each step of the process and what actions would be taken, like sending an email or updating a property.

    • You can check to see if actions like emails, delays, and conditions are functioning as expected.

  • Troubleshoot Errors:

    • If there are any issues, HubSpot will alert you with error messages. Review and adjust the workflow actions or triggers based on the feedback provided.

    • Test specific workflow actions by clicking into the individual steps within the workflow and selecting "Test action" to ensure they work correctly.

  • After running the test, carefully review the results. Make sure the correct emails are triggered, contacts are enrolled and unenrolled properly, and all actions execute as planned.

After Publishing the Workflow

Once the workflow is live:

  1. Notify the District office to document the workflow with other active workflows.

  2. Add the workflow to the appropriate folder using the actions dropdown.

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