Automation Workflows - Setting up

Step-by-Step Walkthrough in Your HubSpot Account

1. Log into Your HubSpot Account

•Open your browser and log into your HubSpot account.

•In the main navigation menu, go to Automation > Workflows.

2. Create a New Workflow

•Once in the Workflows area, click on the Create Workflow button in the top right corner.

•A pop-up will appear asking for the type of workflow. Select Start from scratch.

•Choose Deal-based workflow since you want the workflow to trigger based on deal stages.

•Give your workflow a descriptive name (e.g., “Deal Stage Automation – Emails & Tasks”).

3. Set Enrollment Triggers (Deal Stage)

•After naming your workflow, you’ll be prompted to set up enrollment triggers.

•Click the Set enrollment triggers button.

•In the search bar that appears, type and select Deal Stage.

•You’ll now be able to select specific deal stages to trigger this workflow. For example, you might choose:

•Qualified to Buy

•Proposal Sent

•Closed Won

•Once selected, click Apply filter to save your trigger criteria.

•Confirm the trigger setup by clicking Save.

4. Add the First Action (Send an Email)

•Now that the workflow is triggered by deal stages, it’s time to add actions.

•Click the + button (this is your action node).

•From the action list, select Send Email.

•If you already have a pre-made email, select it from the list of available emails.

•If you need to create a new email, click Create new email, customize the content, and then save it.

•Once selected, click Save to confirm your email action.

5. Add Delay Between Actions (Optional)

•If you want to add some time between sending emails or creating tasks, you can insert a delay.

•Click the + button again after the first email action.

•Select Delay from the action list.

•Set your desired delay (e.g., 3 days). You can choose hours, days, or even months as the time frame for your delay.

•Click Save to confirm the delay.

6. Add Follow-Up Actions (Emails or Tasks)

•After adding the delay, click the + button again to add your next action.

•If you want to send another follow-up email, repeat the steps above for sending emails.

•If you want to create a task instead, click + and choose Create Task from the action list.

•In the task setup window, configure the following:

•Task Name: (e.g., “Call Prospect” or “Reach out via LinkedIn”).

•Task Type: Select whether this is a call, email, or another task type.

•Assign Task: You can assign this to the Deal Owner or a specific user.

•Task Description: Include instructions for the task, such as “Call prospect to discuss the proposal.”

•Due Date: You can set when the task should be due (e.g., in 2 days).

•Click Save to confirm the task.

7. Add Branching Logic (If/Then Branches)

•If you want to add more complexity, like different actions based on deal value or other conditions, you can set up If/Then branches.

•Click + after an action and select If/Then branch.

•In the branch setup, set your condition. For example:

•Choose Deal Amount.

•Set a condition like “Deal Amount is greater than $10,000.”

•Under each branch (Yes/No), you can add different actions:

•Yes branch: Send a more personalized email or create a task for more high-touch outreach.

•No branch: Continue with a standard email or task sequence.

8. Set Re-enrollment Criteria

•If you want deals to enter this workflow every time they hit the selected stage, enable re-enrollment.

•In the workflow editor, click Settings at the top.

•Scroll to the Re-enrollment section.

•Check the box that says Allow contacts/deals to re-enroll in this workflow if they meet the trigger criteria.

•This ensures that the workflow can trigger again for the same deal when conditions are met (e.g., moving between deal stages multiple times).

9. Review Your Workflow and ensure that you have moved the project task to QA. It is critical that you have a team member go through the QA process and verify the workflow has been set up correctly. 

•Go through the workflow to make sure everything is set up correctly:

•Are the right deal stages triggering the workflow?

•Are the email and task actions configured correctly?

•Are delays set where needed?

•Is the branching logic set to reflect your conditions?

10. Turn On Your Workflow

•When you’re satisfied with the workflow, click Turn On in the top right corner.

•The workflow is now live, and any deal that meets the criteria will automatically trigger the actions.

11. Test the Workflow

•It’s a good idea to test your workflow before fully deploying it.

•You can manually enroll a deal in the workflow by clicking the Enroll button in the workflow editor.

•Choose a test deal that meets the criteria and watch how the workflow performs.

•Monitor if emails are sent, tasks are created, and any branching logic works as expected.

12. Monitor Workflow Performance

•After the workflow is live, track its success by going to the workflow’s dashboard.

•HubSpot provides data on the number of deals that are entering the workflow, email open rates, task completion rates, and more.

•If needed, tweak the workflow to improve performance or optimize based on deal outcomes.

Pro Tips:

•Custom Properties: If you have custom deal properties, you can also use them as triggers or conditions within your workflow. This could be helpful if you’re tracking specific deal details (e.g., region, product type, or close date).

•Goal Settings: You can add goals to your workflow (such as closing deals or reaching a specific stage). This allows HubSpot to automatically unenroll deals that meet the goal, preventing unnecessary emails or tasks.

•Smart Content: For your emails, consider using smart content to personalize based on deal characteristics, improving engagement rates.

•Hubspot foldering: Ensure that you place the workflow into the correct foldering system as needed.