Staying on top of your tasks is impossible if you do everything by yourself in HubSpot. For this reason, knowing how to create and manage HubSpot workflows is crucial, but it can be a daunting task.
HubSpot workflows can act as your marketing assistant, helping you nurture leads, onboard new customers, and engage with your audience at scale. In this article, we’ll look at how to use HubSpot workflows.
What is a workflow in HubSpot?
In a nutshell, workflows are automations you can create in your HubSpot account. They can be as simple as sending a welcome email to new subscribers or as complex as a multi-stage lead nurturing campaign.
Think of a workflow as a digital assembly line that automatically enrolls records based on specific triggers and takes action on your contacts, companies, deals, tickets, and other objects.
Once you master HubSpot workflows, they offer almost endless possibilities for automation and optimization. So, let’s move forward with the steps to create workflows in HubSpot.
How to create workflows in HubSpot
Before you log in to HubSpot and start creating a workflow, it may be beneficial to identify the goal of your workflow, like lead nurturing, onboarding, or customer retention. Clarity is essential.
With your goal in mind, you can plot each step of your workflow, detailing the triggers and actions. Ready? Let’s get started!
Step 1: Click Automation in the top-left corner of the screen and Workflows in the drop-down menu.
Step 2: In the top-right corner, click Create workflow.
Step 3: Select the type of workflow based on the records you want to enroll.
Step 4: Specify how you want the workflow to start. You can choose your own trigger, schedule it, set a specific date, or connect it to a contact date property. Once you make the proper selections, click Next.
Step 5: Now, it’s time to set up enrollment triggers and workflow actions. Click Set up triggers. Then, click ‘+’ to add actions. This includes setting the timings of your actions and sending contacts down different paths.
You’ll also find custom actions based on your integrations, like DocuSign and Google Sheets. Check this article for more HubSpot integrations.
Step 6: To simplify the process, you can set a goal. In the top-left corner of the workflow editor, click Set goal.
When the specified goal is met, contacts will automatically be unenrolled from the workflow. This is an optional step.
Step 7: Next, specify additional settings before enabling the workflow. Click the Settings tab. Here, you can switch between the General, Unenrollment and suppression, and Notifications tabs.
The Notifications tab lets you set up email notifications to alert team members when the enrollment rate increases or decreases, promoting collaboration and timely follow-ups.
Step 8: Now, you can turn on your workflow! In the top-right corner, click Review and publish. On this page, review your workflow settings. If everything is good to go, click Turn on.
Once done, you’ll see this pop-up. Click OK to proceed.
Great job! However, remember that workflows are not set in stone. HubSpot provides detailed analytics that allow you to track critical metrics. Use these insights to continuously track workflow performance and adjust elements as needed to adapt to changing customer behavior and marketing goals.
Manage your workflows
Once you’ve created a workflow in HubSpot, effective management is crucial to ensure it runs smoothly and achieves its intended goals. There are two ways to manage workflows in HubSpot.
First, you can go to the Workflows home screen. Click Automation in the top-left corner of the screen and Workflows in the drop-down menu. Here, you can make minor changes to workflows.
If you want to edit workflows or make major changes, open the workflow and click More in the top-right corner of the screen. This will allow you to write a description for it, clone it, and delete it.
Check this HubSpot knowledge page for more tips to organize your workflows.
Create AI-powered HubSpot workflows using Bardeen
Building complex workflows in HubSpot can be challenging, but what if you can do the same with text prompts? Bardeen is an AI workflow automation extension for Chrome integrated with HubSpot, OpenAI, and over fifty other apps.
We’ve also analyzed many common automation requirements and have created pre-built automations. You can use these instantly. Here are a few automations that may be helpful to you.
With just a few clicks, this automation saves a LinkedIn profile to HubSpot as a new contact, enhancing lead segmentation and personalized outreach. This can be immensely valuable to sales and marketing teams.
By accessing the social media profiles (like LinkedIn, Twitter, or Facebook) of a HubSpot contact, you can gain insights that help in lead scoring and nurturing. This automation will give you that information in just a few clicks.
Bridge the gap between customer interactions in HubSpot and task management in Asana with this automation. It scans a HubSpot ticket, generates tasks, and copies them to Asana. Team members can refer to the HubSpot ticket from the tasks. You can do the same on ClickUp.
If you liked what you saw above, feel free to explore more HubSpot automations and integrations. You can also use Bardeen to import and export contacts, generate emails, and connect Gmail with HubSpot for a streamlined workflow.
Workflows are essential to get the most out of HubSpot, elevating your marketing game to the next level. By following the above steps, you can create workflows that drive results through a strategic and automated approach.
After creating your first workflow in HubSpot, check out our article about how to use HubSpot for sales next to learn more about other features.