Worksheet:
Brainstorm Workflows That
Automate Your Business Processes
There are many available workflow actions that can help you automate common
business processes. Use this worksheet to brainstorm business processes you can
automate. Review the list of workflow actions available in the glossary.
INSTRUCTIONS:
1. Think about what business process this action could help automate. Add it to
the Business Process column.
2. Consider what data must be in your CRM to trigger this workflow. Add it to
the Data Required column.
3. Brainstorm the criteria an object must meet to be automatically enrolled
into this workflow. Add it to the Enrollment Trigger column.
4. List the corresponding workflow action you must use to replicate the
business process in HubSpot. Add it to the Corresponding Workflow
Action(s) column.
Business
Process
Data
Required
Enrollment
Trigger
Corresponding
Workflow Action(s)
Ex.: Creating deals for
any contact with a
demo scheduled
Ex.: Contact’s form fill
activity information
Ex.: Enroll contacts
who have completed
the form "Schedule a
meeting"
Ex.: Create deal
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Business
Process
Data
Required
Enrollment
Trigger
Corresponding
Workflow Action(s)
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GLOSSARY OF WORKFLOW ACTIONS
A glossary of workflow actions organized by type of action.
WORKFLOW
• Delay for a set amount of time: Set an amount of time between the previous
action and the next.
• Delay until a day or time: Pause your workflow until specific days of the week
and/or time of day.
• Delay until event happens: Pause records until a specified event occurs.
• Go to other action: Connect if/then branches.
• Enroll in another workflow: Enroll the record in the current workflow into
another active workflow.
• Trigger a webhook: Trigger a webhook to an external application.
INTERNAL COMMUNICATION
• Send an internal email: Send an internal email to a specific user, team,
or owner.
• Send an internal SMS: Send a text message to a HubSpot user or a specified
number for an enrolled record.
• Send in-app notification: Send an in-app notification to specified team
or users.
GLOSSARY OF WORKFLOW ACTIONS CONTINUED
A glossary of workflow actions organized by type of action.
EXTERNAL COMMUNICATION
• Send email: Send an automated marketing email to the contacts associated
with the enrolled record.
ASSIGNMENT
• Rotate object to owner: Assign the enrolled records to users equally within a
selected team or between specified users.
CREATE
• Create record: Create records for the following object types: companies,
custom objects (Enterprise only), deals (Sales Hub Professional and
Enterprise only), tickets (Service Hub Professional and Enterprise only)
• Create a task: Create a new task when triggered by an enrolled record.
PROPERTY MANAGEMENT
• Set a property value: Set a property value on the record itself, or set a
property value in a specific property type.
• Copy a property value: Copy a property value of the enrolled record to
another property in the same record, or to a property in another object type.
• Clear a property value: Clear a value in a property.
• Increase or decrease a property value: Increase or decrease a value in a
Number type property of the enrolled record.
OTHER ACTIONS AVAILABLE IN CONTACT-BASED WORKFLOWS
•
•
•
•
Add to static list: Add the enrolled contact to a specific static list.
Remove from static list: Remove the enrolled contact from a specific static list.
Add to ads audience: Add contacts to a new or existing ads audience.
Remove from ads audience: Remove contacts from a new or existing ads
audience.
• Manage subscription status: Customize the subscription status of the
enrolled contact.
• Send internal marketing email: Send an automated email to specified email
addresses, or a contact property that stores an email address, including any
custom properties.