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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.
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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
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| title | Create a New Workflow |
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Create a New Workflow From ScratchWorkflow In your HubSpot account, navigate to Automations > Workflows. 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 your HubSpot account, navigate to Automations > Workflows. Assign your workflow to you college’s Business Unit Hover over the workflow's name and select More > Assign business unit.In the upper right, select Create Workflow > From 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, then save. When you are ready, select Next. Set your workflow enrollment triggers. Users enter a Workflow via a contact enrollment trigger, meaning you indicate the criteria that would cause someone to begin receiving messaging from this workflow. The easiest way to add users to a workflow is by using lists, though there are many other criteria that can cause a recipient to enter a workflow. See our Lists Knowledge Base article for a refresher on how to create these. Select Save, and now any new users who meet the criteria to join the 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, and select the email you want to send from the dropdown.
Save your action.
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| title | Publishing and Managing the Workflow |
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When you're ready to activate the workflow: 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.
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 WorkflowOnce 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. |
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| title | Test a Workflow and Publish |
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Test a Workflow Before PublishingTesting 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 Click the " Test " feature, and 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 WorkflowOnce 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. |