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HubSpot Workflows automate email schedulingemails, lead notifications, and other essential marketing and recruitment tasks. These workflows ensure timely and relevant communication with prospective and current students, as well as stakeholders who might need additional information about a campaign.

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Be Aware of Existing Workflows and Email Automation

When creating or updating a workflow, make sure that the new workflow does not interfere with existing workflows in the system, as this can create an over-proliferation of emails and/or texts in students' inboxes and phones.

Info

To view existing workflows and associated messaging, navigate to Automations Automation > Workflows to see what already exists for your Business Unit.

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💻 Watch Our Video on Workflows

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📄 Step-by-Step Instructions for Creating and Managing Workflows

Expand
titleView and Edit Workflows

View a Workflow

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

Only some individuals have access to edit or create workflows to protect against the number of messages that 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.

  • Once you can access workflows, you can:

    • View the existing workflows for your college.

    • Click on any workflow to see the groups set to receive messages, the messaging order and timing, and any branching logic.

Edit a Workflow

  • You can edit existing actions like sending emails, updating contact properties, or adding time delays between steps.

  • Click any action to edit its trigger and use the left-hand menu to select what happens.

Note

Important—Be cautious when making any changes to existing workflows, as it can affect ongoing automated messaging.

Expand
titleCreating Create a New Workflow

Create a new workflow from scratch:Workflow

In your HubSpot account, navigate to Automations > Workflows.

Assign your college’s business unit to your workflow. Hover over the workflow's name and click More > Then, select Assign business unit

If you are unable to see workflows or do not have access to create them, you will need to reach out to your college enrollment and marketing teams for permission.

  • In the upper right, select Create

workflow

  • Workflow > From

scratch

  • Scratch.

  • In the left panel, select Contact-based to select your workflow object and start with a Blank workflow.

  • Click Next to proceed.

  • Give your workflow a name and add a

description > Save

  • Description, then save.

  • When you are ready, select Next.

Set your workflow enrollment triggers -

  • Users enter a Workflow via a

Contact

  • contact enrollment trigger, meaning you indicate the criteria that would cause someone to begin receiving messaging from this

Workflow

  • workflow. The easiest way to add users to a workflow is by using

Lists

  • lists, though there are many other criteria that can cause a recipient to enter a workflow. See our Lists

video Membership: Enroll

      • Membership—Enroll contacts based on their inclusion in a specific list. For example, enroll everyone who is part of a list of prospective students.

      • Form

Submissions: Trigger

      • Submissions—Trigger automation when a contact submits a form (e.g., an application or request for information).

      • Contact

Property: Enroll

      • Property—Enroll contacts based on specific contact properties, such as their program of interest or enrollment status.

      • Page

Views: Trigger

      • Views—Trigger workflows based on specific pages a contact visits (useful for nurturing campaigns).

      • Date or Date

Property: Enroll

      • Property—Enroll contacts based on a specific date or a date property (like an event date or a renewal date).

      • Behavioral

Triggers: You

      • Triggers—You can use actions like email opens, link clicks, or form abandonment to trigger workflows.

When you select List membership, you can add your desired List as the enrollment trigger for your Workflow.

      • And much more!

  • Select Save, and now any new users who meet the criteria to join the

List

  • list will also enroll in this workflow.

  • Choose your workflow actions

-

  • . After setting your enrollment triggers, you can start adding actions like sending emails, updating contact properties, or adding time delays between steps.

    • Click the plus symbol to add actions.

    • You can choose from several actions, including sending emails, updating CRM properties, or segmenting contacts into marketing groups.

    • Let’s say you want to send an email. Choose Communications > Send

email

    • Email, and select the email you want to send from the dropdown.

  • Save your action.

If you are unable to see workflows or do not have access to create them, you will need to reach out to your college enrollment and marketing teams for permission.

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

    Mange a Workflow

    • Once saved and back on the main list, 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.

    • and move it to the appropriate folder.

    Expand
    titleTest a Workflow and Publish

    Test a Workflow Before Publishing

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

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

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

    • Choose a Contact contact to Test: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: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: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

    Publish a Workflow

    Once When you are ready to publish the workflow is live:

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

    • Add the workflow to the appropriate folder using the actions dropdown

    ,

    • Select Review and Publish (if only Review is visible, resolve any issues before continuing).

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

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

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

    • Click Turn on Workflow to make it live.

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    For additional instructions on creating and managing Workflows, view all HubSpot Workflow articles.