How to Create and Manage Workflows in HubSPot

Overview

Workflows in HubSpot help you automate manual processes, streamline communication, and ensure your marketing, sales, and service efforts run smoothly. This article explains how to create a workflow, set enrollment triggers, add workflow actions, and monitor performance.

Before You Begin

Make sure you have:

• Access to HubSpot workflows (available in Marketing Hub Professional+ and Sales/Service Hub Professional+).

• The permissions needed to create and edit workflows within your portal.

Create a New Workflow

1. In your HubSpot account, navigate to Automation > Workflows.

2. Click Create workflow in the top-right corner.

3. Choose a workflow type:

   • From scratch: Build a workflow customized to your needs.

   • Template: Start with a pre-configured automation example.

4. Select whether it’s a Contact, Company, Deal, Ticket, or Custom Object workflow.

5. Click Next to start building your workflow.

Set Enrollment Triggers

1. In the workflow editor, click Set enrollment triggers.

2. Choose criteria such as:

   • Form submissions

   • Lifecycle stage changes

   • List membership

   • Deal or ticket properties

   • Integration or app events

3. Click Apply filter, then Save.

Tip: You can enable re-enrollment if you want records to enter the workflow more than once.

Add Workflow Actions

1. Click the + icon in your workflow.

2. Select an action, including:

   • Send email

   • Set property value

   • Create task

   • Delay step

   • If/then branches

   • Rotate owner

   • Trigger webhooks

3. Configure the action details and click Save.

Best practice: Use clear internal naming for tasks, emails, and branches to make workflow management easier over time.

Review and Turn On Your Workflow

1. Click Review in the top right.

2. Confirm:

   • Enrollment settings

   • Action configurations

   • Error checks

3. Toggle the workflow ON.

Once live, the workflow will begin enrolling records immediately (unless you choose "Enroll going forward only").

Monitor Workflow Performance

1. Navigate back to Automation > Workflows.

2. Click the workflow name to open its performance dashboard.

3. Review:

   • Enrollment volume

   • Completion rates

   • Branch outcomes

   • Errors

   • Contact/record activity timelines

Use these insights to optimize your workflow logic and improve outcomes.

Troubleshooting

• Records aren’t enrolling: Confirm enrollment criteria and property values.

• Actions aren’t executing: Check for required email publishing, missing owners, or permission issues.

• Workflow errors: Click View errors at the top of the workflow for detailed explanations.