HubSpot workflows
Explore HubSpot workflows and how to configure them.
HubSpot workflow is a specific type of event listener tailored for HubSpot. It is triggered with a set of events happening in your HubSpot account, such as deal updates, new contacts being added to your CRM, or companies removed from your HubSpot account.
To capture events happening in your tools or services, add a webhook workflow. When an event happens in your tool, your system can send this data to a URL generated by a workflow in Actioner.
To capture events happening in your Slack account, add Slack workflow. Slack workflow is a specific type of event listener tailored for Slack. It is triggered with a set of events happening in your Slack workspace, such as new members joining a channel or new messages posted to a channel or reactions added to specific messages.
Popular use cases for HubSpot workflows
- When a company is assigned to an account executive or a customer success manager, send a Slack DM to the company's owner.
- If a contact's source is missing when it is created, notify your SDR team in Slack.
- Post HubSpot contacts data to another system with Actioner, such as a CRM, when a contact fills out a particular form on your site.
- Send deal data to an external shipment-handling system to create a purchase order.
- Stay informed about new companies added to your HubSpot account.
- Streamline handoffs between SDRs, AEs and CSMs.
- Create dedicated Slack channels for key accounts and invite deal owners, sales managers, and all stakeholders to this channel.
→ See all sales use-cases that are included in Actioner's Slack-first sales automation with HubSpot.
Let's take a closer look of the steps to build a HubSpot workflow.
Step 1. Add a new workflow
Navigate to your app in My apps page and go to Workflows tab and click + Add workflow.
Next, enter a name, description and tags for your workflow and select HubSpot in type field.
Select the event type
Select an event from below list:
- Contact created: Triggers when a new contact is created.
- Contact property changed: Triggers when a property of a contact is updated.
- Contact deleted: Triggers when a contact is deleted.
- Company created: Triggers when a new company is created.
- Company property changed: Triggers when a property of a company is updated.
- Company deleted: Triggers when a company is deleted.
- Deal created: Triggers when a new deal is created.
- Deal property changed: Triggers when a property of a deal is updated.
- Deal deleted: Triggers when a deal is deleted.
Select HubSpot connection
If you have not added any HubSpot connection to your app, go ahead and add a new one.
Only HubSpot connections with enabled Shared credentials option can be selected for HubSpot workflows. An HubSpot event can be listened though a HubSpot admin connection.
If you can not find any HubSpot connection to select, it means either your app does not have any HubSpot connections added or Shared credentials option is not enabled for your HubSpot connection.
Step 2. Test with a HubSpot event or Add an example payload
Send data from your HubSpot account
Depending on the HubSpot event type, you can trigger data from your HubSpot account by simply creating a new record or updating an existing one.
After completing the test, click Test HubSpot button to see the incoming data in JSON format.
Add an example payload
Alternative to triggering a test event, you can Add an example payload in JSON format or continue with default test data. This will help you setup filters and action parameters in the next steps.
Step 3. Setup root conditions
Root conditions are used to evaluate data to decide whether or not to execute the steps. If conditions are met, Actioner executes the steps added to a workflow and ends the processing. If conditions are not satisfied, nothing happens.
To add a new condition, click + Add condition button.
To remove a filter click X right near it.
Your changes are applied after you save your changes.
→ Learn how to setup root conditions with dynamic data.
Step 4. Add your first step
Steps are the actions that are automatically run as a result of an event that triggers a workflow.
In a workflow, you can setup steps to perform an action in Slack, such as to post a new messages or to perform an action in your tool, such as to update a deal.
You can add one action to each step of a workflow. By adding multiple steps, you can set a workflow to run multiple actions in a sequence.
Click + Add step button to create a new step in your workflow.
You can add as many steps as you want. Multiple actions can run through a workflow
- if root conditions are satisfied AND
- if multiple step conditions are satisfied AND
- if actions added to steps (that has conditions satisfied) are run successfully.
The steps are run in top down order.
Step 5. Add step conditions
You can add additional conditions to your steps. The step is executed as long as
- Root conditions are satisfied AND
- Step conditions are satisfied.
Once the root conditions of a workflow is satisfied, workflow starts processing the steps in top down order. To decide whether to run a step or not, data is also checked against the conditions of that step.
If step filters are satisfied, Actioner executes the selected action and proceeds to next step. If conditions are not satisfied, Actioner does not execute the selected step. But processing does not stop.
Processing stops when an action added to an earlier step could not be successfully run or when the last step of the workflow is evaluated.
→ Learn how to setup step conditions with dynamic data.
Step 7. Select the step action and enter action parameters.
Select an action from your app that will be run once the step conditions are satisfied. When you select an action, the action's input fields open up. Provide parameters that the action will run with.
→ Learn how to configure your action parameters with dynamic data.
Step 8. Add new steps (optional).
If you are looking to run multiple actions through a workflow, you can add more steps.
You can add as many steps as you want. Multiple actions can run through a workflow
- if root conditions are satisfied AND
- if multiple step conditions are satisfied AND
- if actions added to steps (that has conditions satisfied) are run successfully.
The steps are run in top down order.