What's good guys? It's Brie here from Neighbourhood.
Are you trying to automate processes
but are struggling to set up actions in workflows?
Well, you might need to learn to master the workflow tool in HubSpot.
Today we're going to go over how to select
the right actions and add them into your workflows in HubSpot.
If you want to take today's lesson
offline, we'll include a free downloadable PDF in the description below.
So as usual, we're starting on our home page in our HubSpot portal.
And for workflows we're very lucky to have a tab already called Workflows.
So we're going to go straight there.
So before you start creating your
workflow, we usually recommend having a goal in mind.
So we're going to have a think about that before I run through the different
actions we're going to use in the automation.
To start off with, we're going to create a workflow.
So we'll go over to the right here and click Create a Workflow.
From here you can either start from scratch or use a template.
If we have a quick look at the templates,
you can see HubSpot have created heaps to help you get started if you're not
feeling too comfortable starting from scratch.
But for today we are going to start from scratch so I can show you all
the different actions you can use within HubSpot automation.
So I'm going to click here Create
from scratch and this is going to ask us what we want our trigger to be based on.
So we have a couple of different triggers.
We have contact, we have company deal base which would
specifically probably be used for any sales processes, ticket based,
which is used for any service processes, quote based, conversation based, feedback,
subscription payment and it goes on and on.
For today we're just going to use contact
based, as this is a very easy way to get started and into HubSpot automation.
So I'm going to click contact based
and I'm just going to do a blank workflow for now.
You can also trigger your workflow
on a schedule, on a specific date or using a contact date property.
These can all be useful and once again you
need to have a goal in mind to know which ones to use.
So for today we're just going to use blank workflow.
So now that we've moved on from the setup, you can see here that we've got our
workflow and automation space, there's a couple of different tabs up here
that will go through and also the settings and goals that will go through as well.
So a couple of things to note before we
get started is over on the left here, so when those workflows get quite big,
you might not be able to see everything on the screen.
So you can zoom in and out up here on the left or you can use the minimap
for those massive workflows or automations to get started.
Before you do anything you want to set a goal for your workflow.
Where do you want your contact to get to, what's the purpose?
So we're going to go over here to the left
and we're going to set a goal for this one.
We're going to pretend that we're trying
to get our contact from a Marketing Qualified Lead to a Sales Qualified Lead.
So in here I'm going to look
for the Lifecycle Stage and my goal is for them to reach a Sales Qualified Lead
and then going to click Apply Filter and Save.
So basically once they hit this goal,
they're not needed in this workflow anymore and they'll be unenrolled.
Another important thing too is to name your workflow.
You can build up quite a lot of automation
and workflows once you start getting into it.
So make sure you have a good naming technique under your belt.
So this one we're going to use the Lifecycle Stage.
So marketing qualified lead
to sales qualified lead.
From there we want to set up the trigger.
So when do we want this person to enrol
into this workflow and go through the different stages and automation.
So I'm going to click up set up triggers.
Now from here I want these people to go
into the workflow once they've become a Marketing Qualified Lead.
So I'm going to go to Lifecycle Stage
and click Marketing Qualified Lead and I want the purpose of this workflow
to nurture them through and get them to a Sales Qualified Lead position.
Another thing you can also do with the triggers is go to lists.
So if you want specific people in a list to get through to a Sales Qualified Lead
such as webinar attendees or contacts that you've gotten through
different types of content, we can find them here.
For this one I'll just use a HubSpot test
list that we have in here and Apply Filter.
When you're doing this, just be careful because you have and all rules.
So I like to read it out to myself when I'm checking.
And once we're done I'm just going to click Save.
So this is the fun bit.
We get into the different actions for a workflow.
So I'm going to click this plus and this plus here is going to do the new action,
the next action and it's going to keep going until we get to the end.
So let's just run through some
of the available actions that HubSpot has on offer.
The first group that we're looking at is Delay.
So you can delay for a set amount of time.
For example, if you want the contact to wait a couple of days before they get
a certain email, you can use Delay for a set amount of time.
You can also delay until a date happens.
So this is specifically useful for any seasonal workflows you have coming up.
You can also get them to enrol in another workflow or another automation.
You can use custom code as well.
We'll get into the if branches in a second and then it gets into communication.
So we have internal communication if you want to send a notification for someone
within the team that's relevant to this workflow.
So that might be the Sales team or the service team.
We also have external communication
which is outwards communication towards your customers and client base.
So you can send them an email, enrol them in a sequence which is within
the Sales tools in HubSpot, or even send a WhatsApp message.
If you have any integrations with your
HubSpot account, you can sometimes find them in the workflow tool.
That's if their integration allows for that.
So you can see Salesforce has an integration in here.
You can also set an assignment and also manage your records so you can
create a new company or a new deal based on the workflow automation.
Finally, moving down to the last lot of actions, we can add them to a static
list, we can add them to an Ads audience for ad
management, and there's also some property management as well.
So if they run through the workflow, we can change or set their property values.
So let's get into doing an example and see
how these different actions come into play.
So as I mentioned, I want this workflow to get someone
from a marketing qualified lead to a Sales qualified lead.
So I might use a couple of emails.
I'll definitely use the delay actions as
well, and I might use an if then branch as well.
So to start with, let's send an email to our marketing qualified lead.
From here you can search for an email and this is great if you have named your
emails correctly and well, with a good naming technique in mind
for this one, we'll do the email number one, let's click Save.
So for a quick example to see how this
workflow works, we've had a person enrol as a marketing qualified lead.
Then they're going to go to the next step and they're going to get this email
automatically without you having to send it or anything like that.
We're now going to add another action.
So once again, this is going to come after the email.
Now we don't want to send them another email straight away because that might
seem like we're spamming them or annoying them.
So let's delay it for a little bit.
So I'm going to click delay for a set amount of time
and I'm going to leave it for about five days and then I'm going to click Save.
So what's happening here is the person is
going to qualify for this workflow by becoming a marketing-qualified-lead.
They're going to be sent an email and then
they're going to sit in that email for five days before the next action.
And for the next action we'll do another email.
Now let's say from here that some people
have clicked on our CTA within the email and some people haven't.
We may need to nurture those people
who haven't clicked on the CTA a little bit more.
So what I'm going to do here is actually
create an if and then branch, and this is going to split our users
who started from the same trigger into do two different groups.
So in one group I'm going to go
to marketing emails, I'm going to find the email we just sent
to them and I'm going to say that the contact has clicked a link in the email.
So now we have two branches here.
We have one group that's clicked a link
within the email and one group that hasn't.
From here we can continue to add different types of actions and get them to where
they need to go on branch one, we don't really need to do
much more nurturing as they seem to be clicking and engaging in our emails.
So from here I'm going to send another email
and on the other side of the branch, I might do something a little different.
I might still do an email,
but just make sure that that email is targeted towards this specific group.
So that's our workflow for now.
Just remember that when you're creating
an email, you do need to set them up and make sure they're set up for automation.
We're going to move forward from here.
So let's go on to the next part of the workflow tool, which is the settings.
Whenever I'm setting up a workflow, I like to go into settings just to make
sure that everything's perfect as it is automated.
And you want to make sure
that the workflow is acting exactly how you want it to act.
So what times do I want the actions to execute?
For this one, I'm going to do specific times.
I only want them to send emails between working hours.
I don't want them sending at 01:00 A.m,
for example.
With that said, if you do have contacts
from around the world like in the US, but your Australian time, like us,
you might do any time just so it doesn't mess with that time difference there.
From here you can also select a campaign
so you can track and report on the success of your workflow as well.
You may also want to unenroll or suppress
people from getting into this specific workflow and you can also remove them
from other workflows when they come into this workflow as well.
Finally, we have notifications as well.
So if you want to be notified when people come into this workflow, you can.
If we go to the next tab, we can have a look at the goals as well
and see how well you're tracking for your goals.
So for this one, for example,
we did sales qualified leads, so we want to see the conversion rate
from Marketing qualified lead to sales qualified lead.
Right now we don't have any data to show,
so we won't be looking at this one just yet.
Finally, the last tab is all the different types of changes.
Full workflows. This is super important.
Just in case something goes wrong or something changes, you can go back,
have a look and see what might have been updated.
Now, before you go ahead and set your workflow live, you do want to test it.
So this is a great little feature where you can preview the workflow and how
someone may go through the workflow as well.
You can use real contacts from your CRM
to see how this workflow may play out for them.
Once you've tested it, you're going to click Review.
The review panel is super helpful just
in case there's any errors within your workflow.
For example, steps five and six, you need a quick change.
So I'm going to go down to there and as
you can see, there's a little warning sign.
The changes needed is that I need to add an email, so I'll just quickly do that.
Let's try a review again.
So when you get to this panel,
just make sure that you go through everything on this list.
So the first thing is, do you want to enrol existing contacts?
In some purposes you may want to and some you may not.
So just review that goal that you started with from the beginning.
Scrolling down.
We're checking when a contact actually enrols into the workflow,
whether or not they can be re enrolled into the workflow, and the different types
of connections within this workflow as well.
For this workflow,
I don't want any existing contacts to go into this workflow.
And once you're done, all you need to click is turn on and there we have it.
You now know how to choose the right
actions and add them to your workflows in HubSpot.
If you're after a PDF version of what
you've learned today, we'll leave a link in the description as well.
If you've learned something new from this
video and you're keen to learn out more about HubSpot, make sure to give us a like
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That's all from me, guys. Happy Hubspotting.