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How to Set Up Hubspot Workflows

Written by Cody Goolsby on January 26, 2018

Setting up workflows is a simple process with Hubspot. In this article, we will talk about the process of setting up a workflow and give a few examples of how you could use them. We hope you enjoy.

How To Set Up Hubspot Workflows

First, you need to navigate to the workflow sections, which you can find under the contacts tab. Then, you want to say create new workflows in the top right and the process will begin.

First, you will want to decide the type of workflow you want to use and name it. There are 3 options.

  1. Standard: These trigger once a contract meets specific criteria. This is the most common type and often trigger once particular form is completed or a particular form response is received.
  2. Fixed-Date: This workflow is very similar to the standard type, but delays actions until a particular date is reached. These are best used for sending date specific emails, such as holiday emails or upcoming events you are holding.
  3. Contact-Date: This workflow is similar to the Fixed-Date Type, but instead of choosing a fixed calendar date, you must choose a contact property that uses dates.

Here is what it will look like.

HS Workflow Type

 

Once the type is selected, you will need to decide the enrollment option. First, you will want to click "Set Enrollment Triggers" and choose between these two options:

  1. Manually: As the name would indicate, this is a workflow you can create that would only trigger when a contact is manually added.
  2. Automatically: This option will be used most often and it will dynamically enroll contacts based on the enrollment criteria you set at the beginning of the workflow.

Here is what that looks like

HS - Auto or Manual

 

Enrollment Criteria

There are multiple properties you can use to trigger workflows. Below are the enrollment criteria to consider:

  • Contact Property
  • Company Property
  • Deal Property
  • Email
  • Form Submission
  • Page View
  • Event
  • Workflow Status

Each of these properties can be use together to narrow or expand your audience by using the and/or options.

Here is what that looks like

HS WF Triggers

 

Each of the enrollment criteria have have multiple options that could trigger a workflow, so it is best that you review each of these to see your options. Here are 10 examples of enrollment criteria we have used with a few of our clients:

  1. Contact has filled out a form
  2. Contact has viewed a specific page
  3. Contact has opened and/or clicked on a specific email
  4. Contact has given a specific response on a form
  5. Contact has a specific Hubspot Owner Set
  6. Contact downloaded specific content
  7. Contact is added to a specific list
  8. Contact has a specific property filled out
  9. Contact has reached a specific lifecycle stage
  10. Contact hasn’t engaged in any way with the website, content, or emails.

 

Setting Up Workflow Actions

From here you can start creating the unique actions that are triggered once the enrollment criteria is met. There are many different actions that workflows can perform. Here are 8 examples of action you could complete with workflows:

  1. Send a follow-up email to a contact
  2. Send internal email alert to sales rep
  3. Send internal text message to sales rep
  4. Set a contact/company property
  5. Replicate a contact/company property
  6. Add/Remove to a static list
  7. Create a deal in Hubspot’s CRM
  8. Rotate leads between sales reps

On top of these actions, there are additional stipulations you can use to either negate certain actions or delay them. These two options are the If/Then Branch and Delay.

The delay option allows you to place a specific time frame between actions. This is great when creating Lead Nurturing Campaigns because you wouldn’t want all of your emails to send at once!

The If/Then Branch allows you to use the enrollment criteria above farther down in the workflow, which can help you tailor your message to your contacts. For example, if you wanted to offer an eBook to your contacts by email, but didn’t want that email to go to contacts who already downloaded it, you could use the If/Then Branch to by pass contacts who had previously downloaded it.

All of these different options can help you create the perfect automation to improve your sales and marketing teams!

Here is what selecting these options looks like

HS - Selcting Actions

 

Settings

Settings offers you an area to create rules about how your workflows will execute. There are two sections.

Frist, the General section allows control over the days and time your workflow will execute. It will also allow you to specify your target personas and associated campaigns.

The Unenrollment and Suppression section allows you to control how contacts are removed from either the current workflow or other workflows. It also allows you to choose suppression lists for contacts you don’t want to be enrolled in the workflow.

Here is what that sections looks like

WF - Settings


How to judge a workflow’s success

Workflows give you the option to set an end goal for your workflow. This feature will calculate how many of your contacts reach your goal, which you will choose from the same enrollment criteria above.

You will also find additional reporting about the workflow under the performance tab. Here is the data it tracks:

  • Total Contacts Enrolled
  • Active Contacts
  • Goal Conversion Rate
  • Email data – Delivered, Opened, Clicked
  • Month to Month Email Performance
  • Contacts Lost

Examples of Workflows

Here are 10 easy workflows you can set up:

  1. Send an internal email to your sales rep when one of their contacts fills out a form or visits a specific page
  2. Send follow up emails with additional content to contacts who download any content
  3. Send a warm welcome message to any contact that subscribes to your blog
  4. Send training videos to new contacts who sign up for your service
  5. Send emails to contacts that abandoned your ecommerce cart
  6. Cross-sell customers by sending emails with products they may like based off of recent purchases
  7. Rotate leads between sales reps from new form submissions
  8. Send informational emails to contacts based on a specific response or interest
  9. Set specific fields like lifecycle or lead status based on specific actions
  10. Add sales rep information into unique contact properties to be used with email personalization

And this is just the tip of the iceberg of things you can do. Workflows is very intricate and can help your team improve its results. Start your own workflow today and get creative!

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Topics: HubSpot Tips, Hubspot Workflows