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HubSpot Workflows: The Final Information

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HubSpot Workflows: The Final Information


Uninterested in handbook knowledge entry and cleanup in your CRM? Don’t have time to comply with up with all of your leads? Need to get extra optimistic opinions on-line? Workflows might help with these and far, way more.

This information will make it easier to perceive why it’s essential be utilizing workflows and methods to set them up for the very best outcomes. We additionally reached out to the HubSpot neighborhood to offer you a listing of HubSpot workflow examples from specialists, which you need to use to your personal enterprise.

First although: what are workflows, what do they do?

Skip to a bit:

  1. What’s a HubSpot workflow?
  2. Sorts of HubSpot workflows
  3. Ought to You Use a Workflow or a Sequence?
  4. How one can create workflows in HubSpot
  5. Reviewing the analytics of your workflows
  6. HubSpot workflow examples, chosen by specialists

What’s a HubSpot workflow?

A HubSpot workflow is a software inside HubSpot that permits you to automate elements of your advertising, gross sales, and customer support efforts. 

Every workflow is made up of triggers that begin them, adopted by actions that they robotically carry out. (Often you might have considered trying a workflow that is solely activated manually, however largely you will use triggers)

By automating repetitive duties, HubSpot workflows liberate beneficial time, permitting your staff to give attention to extra essential duties, akin to constructing relationships and shutting offers.

HubSpot workflows carry a bunch of improbable advantages to companies, past simply time-saving automation. With their assist, you’ll be able to develop scalable processes that constantly execute duties and ship customized content material.

Moreover, workflows increase lead nurturing, job automation, teamwork, and efficiency monitoring. This empowers your corporation to harmonize advertising, gross sales, and customer support efforts, leading to heightened effectivity and extra dependable outcomes.

Sorts of HubSpot Workflows

The whole variety of HubSpot workflows grows fairly repeatedly, providing extra choices with every replace. HubSpot gives extra workflow choices than you see right here, however these are a number of the essential varieties you’ll work with. Keep in mind, their availability is determined by your HubSpot subscription.

  1. Contact-based workflows are triggered by actions or properties associated to particular person contacts. They’re sometimes used for lead nurturing, electronic mail advertising, or updating contact properties.
  2. Firm-based workflows give attention to actions or properties related to corporations. They can be utilized for updating firm properties, assigning duties to gross sales reps, or sending notifications about company-related occasions.
  3. Deal-based workflows are triggered by actions or properties associated to offers. They might help automate deal administration, akin to updating deal phases, assigning duties, or sending notifications to staff members about deal progress.
  4. Ticket-based workflows: Accessible with Service Hub Professional or Enterprise, these workflows are designed to handle and automate customer support processes associated to help tickets.
  5. Quote-based workflows: Unique to Gross sales Hub Professional or Enterprise customers, quote-based workflows assist automate actions associated to quotes, akin to updating quote properties, sending notifications, or assigning duties.
  6. Dialog-based workflows are designed to automate processes associated to buyer conversations throughout completely different channels like chat and electronic mail. They might help handle and route incoming messages, set off automated responses, or assign duties to staff members primarily based on particular dialog standards.
  7. Suggestions-submission primarily based workflows: Accessible with Service Hub Professional or Enterprise, these workflows are triggered by buyer suggestions submissions, akin to survey responses or NPS scores. They can be utilized to ship follow-up emails, create duties for staff members, or replace contact properties primarily based on the suggestions acquired.
  8. Subscription-based workflows are designed to handle and automate actions associated to buyer subscriptions, akin to onboarding new subscribers, sending renewal reminders, or updating contact properties primarily based on subscription standing. These workflows can be found to Professional-level subscribers.
  9. Fee-based workflows assist handle and automate actions associated to buyer funds, akin to sending fee reminders, updating contact properties, or triggering follow-up emails after a profitable fee. These workflows can streamline fee processing and enhance buyer communication round billing.
  10. Objective-based workflows are designed to drive particular targets, akin to nurturing leads in the direction of a conversion or participating with prospects to encourage repeat purchases. These workflows sometimes embody a mix of enrollment triggers, actions, and circumstances that align with the specified purpose. By monitoring and measuring the progress in the direction of the purpose, you’ll be able to optimize and refine the workflow to enhance its effectiveness.
  11. Customized object-based workflows: Unique to HubSpot Enterprise customers, these workflows let you automate processes involving customized objects that you’ve created inside your account. Customized object workflows allow you to tailor your automation to particular enterprise wants and distinctive knowledge buildings, streamlining operations, and enhancing communication associated to your customized objects.
  12. Consumer-based workflows allow you to automate duties primarily based on particular consumer actions or roles. Ultimate for operational processes like onboarding, they will assign duties, ship notifications, enroll workers in coaching, and observe progress.

Let’s boil this all the way down to a number of the workflow varieties used most frequently, and who will get them.

HubSpot Workflow Types

Ought to You Use a Workflow or a Sequence?

Workflows and sequences are each highly effective automation instruments inside HubSpot, however let’s be sure to perceive the variations between them and when to make use of every one. We created a breakdown of HubSpot sequences vs. workflows in our submit devoted to sequences, however right here’s the recap:

  • Sequences are primarily used for one-to-one, customized gross sales outreach. They’re designed to automate a collection of follow-up emails and duties, serving to gross sales groups nurture leads and keep a constant, focused communication technique. Sequences are finest suited to handbook enrollment, they usually enable gross sales representatives to personalize particular person emails earlier than sending them.
  • Workflows, alternatively, are designed for extra advanced, multi-step automation processes. They are often triggered by numerous occasions, akin to type submissions or property updates, and might embody actions like sending emails, updating properties, or assigning duties.

How one can Create Workflows in HubSpot:

Let’s go over are a number of the high-level steps for making a HubSpot workflow. For extra detailed directions, watch the part of our HubSpot Hacks tutorial video that covers creating workflows in HubSpot.

1. Choose your workflow kind

Select the kind of workflow you need to create primarily based on the item that triggers the workflow, akin to contact-based, company-based, deal-based, or customized object-based workflows. This choice determines the choices and actions obtainable inside the workflow.

2. Select a template or begin from scratch

HubSpot gives pre-built workflow templates that will help you get began rapidly or the choice to create a workflow from scratch for full customization. Select the one which most closely fits your wants.

When you’ve moved to the following web page, give your workflow a reputation and outline so that you and staff members can simply verify what the workflow is for.

3. Set your enrollment set off(s)

Enrollment triggers decide when a contact, firm, or deal is added to the workflow. Examples embody type submissions, property updates, or particular occasions. 

If in case you have Operations Hub Professional or Enterprise, you’ll be able to even set recurring workflows that set off on a schedule. Select the suitable set off(s) primarily based in your targets and desired consumer expertise.

4. Set your actions

Actions are the duties that happen inside the workflow, akin to sending emails, updating properties, or assigning duties. Decide which actions are needed for attaining your targets and add them within the desired sequence.

5. Alter your settings

Customise the settings of your workflow, akin to re-enrollment choices, suppression lists, or limiting workflow execution to particular days or occasions. These changes assist guarantee your workflow runs easily and aligns along with your general technique.

6. Take a look at your workflow

Utilizing the “take a look at” function, you’ll be able to choose a contact in your system, and also you’ll be capable to see which steps that contact would have hit.

Don’t fear: this received’t truly ship these emails to the contact. You possibly can even verify the field to have HubSpot ship you the emails the contact would have gotten (abruptly, no matter delays you’ve set), so you’ll be able to view what that alternate would seem like from the contact’s perspective.

7. Allow your workflow

As soon as your workflow is ready up and examined, click on the “Evaluation and publish” button to activate it. The assessment web page may also provide the probability to retroactively add contacts who already qualify to enter that workflow.

Heads up! There’s a cause it says “Evaluation and publish.” Workflow errors could be a large ache, particularly after they occur at scale. Verify that remaining assessment web page fastidiously, and be sure to assessment the workflow settings, triggers, and actions earlier than hitting that remaining “Activate” button.

After activation, the workflow will start processing the enrolled contacts, corporations, or offers in accordance with the outlined actions and settings.

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Reviewing Your Workflow’s Efficiency: Analytics

Congrats, you’ve launched your workflow! So how do you measure its outcomes? HubSpot supplies loads of metrics that will help you consider your workflows’ efficiency. Take into account keeping track of a few of these analytics:

1. Evaluating engagement charges

By monitoring electronic mail open and click-through charges inside your workflow, you’ll be able to establish which emails are producing the specified engagement and which of them want optimization. Analyzing these metrics helps you fine-tune your electronic mail content material and topic traces to enhance general engagement.

2. Assessing purpose completion

In case you’ve set a purpose to your workflow, akin to type submissions or deal closures, reviewing the purpose completion charge will present how successfully your workflow is driving the specified outcomes. Low purpose completion charges point out a necessity for changes in your workflow steps, or actions to higher align along with your goals.

3. Figuring out bottlenecks and drop-offs

Your analytics might help you notice areas the place contacts could also be dropping off or not progressing by way of the workflow as supposed. This info might be helpful in figuring out bottlenecks, akin to an motion that is not participating sufficient or a situation that is too restrictive. Now you’ll be able to extra simply make adjustments to enhance the workflow’s effectiveness.

4. Evaluating workflow efficiency

By evaluating the efficiency metrics of a number of workflows, you’ll be able to establish finest practices or areas for enchancment. This might help you determine which workflows are best in driving desired outcomes, akin to lead era, buyer retention, or upselling alternatives.

HubSpot Workflow Examples: The Greatest HubSpot Workflows Chosen by Consultants

HubSpot workflows provide practically infinite alternatives for automation throughout your advertising, gross sales, and customer support efforts. However with all the prospects, it’s not all the time simple to know precisely what’s attainable or the place it’s best to prioritize your workflow-building efforts. 

That’s why we reached out to the HubSpot neighborhood to study their favourite HubSpot workflows. From easy job automation to some methods we’ve by no means considered, we’ve fairly the listing.

Beneath are quite a lot of finest HubSpot workflows entrepreneurs use in their very own corporations or for shoppers. Be happy to touch upon the article and add your personal!

1) Copy firm fields to the contacts

A easy favourite from our staff at Easy Strat!

When a brand new firm will get added to HubSpot, fields like their business typically get up to date robotically. We’ve got a workflow set as much as copy this info over to the contact file for straightforward reference and view-creation.

 2) Cross-selling

Cara Wooden, Digital Advertising and marketing Supervisor, ShopPad

I work in a B2B enterprise (ShopPad) and we discover that our cross-sell workflow is very efficient. Primarily, when a buyer installs one in every of our apps, we ship a workflow following our welcome workflow educating them on what one other one in every of our apps does after which promoting them on it. These workflows carry out properly. One among them has accounted for 1550+ installs of 1 our apps this 12 months.

CTA to book a free consultation call with Simple Strat

3) Recording suggestions and gathering case research

Datis Mohsenipour, Director of Advertising and marketing, Outback Workforce Constructing & Coaching

We provide staff constructing & coaching companies to companies seeking to host an exercise or coaching session in North America. We repeatedly accumulate suggestions by means of Internet Promoter Rating the day after an exercise or occasion has been accomplished.

We’ll ship an automatic electronic mail to the one who bought our companies asking them to charge our companies on a scale of 0-10. We’ve got every ranking listed inside the electronic mail as hyperlink to the suggestions type. All of them level to the identical type, nonetheless, every hyperlink has parameters appended to the URL which can pre-populate the shape with the ranking they chose.

If the individual clicks on the ranking however doesn’t fill out the remainder of the shape, we’ve acquired workflows in place (primarily based off the hyperlink within the electronic mail) that robotically populate their NPS ranking right into a discipline inside the contact. This enables us to gather scores, no matter whether or not or not somebody has crammed the shape.

In the event that they didn’t open or click on the e-mail, we’ll ship a follow-up two days later.

In that very same suggestions type, we ask if candidates are prepared to talk about being featured in a case examine. In the event that they verify, “sure”, then we’ve an automatic workflow set as much as notify our copywriters of consumers prepared to be featured in a case examine. Our copywriters will attain out accordingly.

4) Product training workflow

Anand Iyer, Digital Marketer

Organising a “Product Training” workflow that triggers after a product inquiry is a improbable approach to construct belief and maintain your organization high of thoughts. You possibly can construct an automatic lesson plan by sending video hyperlinks, product flyers, webinar recordings, and implement a curriculum-style lead nurturing technique.

5) Section advertising leads vs leads entered by gross sales

Sarah Corridor, Digital Advertising and marketing Supervisor, Qwinix Applied sciences

Hubspot doesn’t naturally phase gross sales leads vs opted-in advertising leads. When your gross sales staff makes use of the Hubspot electronic mail integration to usher in leads, this could get messy. I all the time create a customized toggle property for “advertising opted-in” and guarantee it is triggered with advert campaigns and type submissions. This tackles group and compliance proper off the bat. It’s my main customized property when segmenting lists and analyzing metrics too.

6) Managing ageing offers

Kristopher Crocket, President & CEO, Selworthy

We use two workflows that I believe everybody ought to use:

  • Deal previous closed date — if a deal continues to be open and previous the closed date, it creates a job to look into the deal.
  • Stale deal — if there was no exercise on a deal in X quantity of days, it creates a job to comply with up with the contact.

7) Assigning and updating advertising certified leads

Damien Elsing, Founder, CLCK Digital

Create a workflow to assign a contact proprietor when a contact passes a sure threshold (lead rating or late stage conversion), then set a job for the proprietor to comply with up with the lead, and alter lifecycle stage to MQL.

8) Content material Redelivery

Allison Hott, Content material Marketer, Weblog Tyrant

One among my favourite HubSpot workflows to arrange is to redeliver content material to subscribers that have not seen it but. For instance, should you electronic mail your subscribers a downloadable PDF information and a few of them do not obtain it after per week or so, you’ll be able to robotically resend the content material with a new topic line and new language round it. A workflow like this helps you promote your content material extra successfully and helps to make sure as lots of your subscribers see it as attainable.

9) Managing location knowledge

Andrew Erickson, Associate, Alaniz Advertising and marketing 

Copy the Nation IP and State IP fields to the Nation and State fields in the event that they’re empty.

10) Nurturing with beneficial content material + reductions

Adam Hempenstall, CEO & Founder, Higher Proposals

  • Create a lead seize popup that gives guests a free course in our Proposal writing college.
  • Add them to our mailing listing and ship them our most dear content material as soon as per week.
  • Supply them reductions in the event that they join one in every of our plans by way of electronic mail.
  • In the event that they go go to our touchdown pages and don’t convert, ship them a number of extra emails.
  • Once they convert, transfer them to our paying prospects e-newsletter.

11) MQL nurturing

Mark Whitlock, Advertising and marketing Supervisor, Golden Spiral

B2B entrepreneurs ought to take into account constructing a workflow for Advertising and marketing Certified Leads (MQLs). We developed one that features 8 emails despatched out over a 10-week interval. It delivered sturdy open charges for us and generated 2 Gross sales Certified Leads for us proper off the bat. We’re continually refining the workflow and method.

12) Guaranteeing compliance with knowledge privateness legal guidelines

Allen Montellano, Advertising and marketing Automation Specialist, Appetiser Apps

If you do not have a welcome marketing campaign but that entails at the least one electronic mail that permits your subscribers to handle their subscription preferences, then it is one thing it’s essential take a look at as extra international locations have gotten extra strict about knowledge safety and privateness insurance policies.

13) Spherical robin workflows

Alexis Eaglin, HubSpot Specialist & Licensed Coach, Easy Strat

HubSpot’s spherical robin workflow can be utilized to evenly distribute leads or duties throughout customers. In a deal workflow for example, you’ll be able to rotate deal possession to equally distribute leads or offers to your gross sales staff. This helps to maintain folks from being overworked or receiving unfair benefits for sure deal assignments. Spherical robin workflows might be particularly useful for giant groups, or groups with plenty of breakdown between territories or areas.

Alexis additionally made a rapid tutorial video for HubSpot Hacks overlaying 5 important workflows it’s best to arrange in your portal as we speak, which you’ll watch under.

 

Bonus workflow: Making a Ticket Robotically Each Time a Deal Closes

Robotically creating tickets when offers shut are excellent for groups who’ve an onboarding course of they should deploy as soon as a sale is closed. That is obtainable you probably have each Advertising and marketing Hub Skilled and Service Hub Skilled. Take a look at our HubSpot Hacks video to see the way it’s accomplished.

—-

What’s your favourite HubSpot workflow?

Tell us within the feedback under and we simply could add it to the listing!

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Emarketing World Admin, the driving force behind EmarketingWorld.online, is a seasoned expert in the field of digital marketing and e-commerce. With a wealth of experience and a passion for innovation, Emarketing World Admin has dedicated their career to helping businesses and entrepreneurs navigate the complexities of online marketing and achieve their digital goals. Through EmarketingWorld.online, they provide valuable insights, strategies, and tools to empower others in the ever-evolving world of digital marketing.### Early Life and Introduction to MarketingFrom an early age, Emarketing World Admin exhibited a keen interest in technology and communication. Growing up during the rise of the internet, they were fascinated by the potential of digital platforms to connect people and transform businesses. This early curiosity laid the groundwork for a career in digital marketing.During their formative years, Emarketing World Admin spent countless hours experimenting with website design, online advertising, and social media. These hands-on experiences sparked a deep passion for digital marketing and led them to pursue a career in the field. Their early projects ranged from managing small business websites to running grassroots online campaigns, providing a solid foundation for their future endeavors.### Education and Professional DevelopmentEmarketing World Admin’s educational background includes a combination of formal studies and continuous learning in the realm of digital marketing. They hold a degree in Marketing or a related field from a reputable institution, supplemented by specialized certifications in areas such as search engine optimization (SEO), pay-per-click (PPC) advertising, and social media marketing.In addition to their formal education, Emarketing World Admin has actively pursued ongoing professional development. They regularly attend industry conferences, webinars, and workshops to stay current with the latest trends, tools, and best practices in digital marketing. This commitment to continuous learning ensures that their insights and strategies are always aligned with the evolving digital landscape.### Professional Experience and AchievementsWith over a decade of experience in digital marketing, Emarketing World Admin has held various roles, including digital marketing strategist, SEO consultant, and e-commerce specialist. Their career includes working with a diverse range of clients, from startups to established corporations, across various industries.Throughout their career, Emarketing World Admin has achieved significant milestones, such as successfully managing high-profile digital campaigns, increasing online visibility for numerous brands, and driving substantial revenue growth through targeted marketing strategies. Their expertise encompasses a wide array of digital marketing disciplines, including content marketing, email marketing, data analytics, and conversion optimization.### The Birth of EmarketingWorld.onlineEmarketingWorld.online was created out of Emarketing World Admin’s desire to share their extensive knowledge and experience with a broader audience. 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