HubSpot workflows can help you automate the manual parts of your process - giving you a chance to start scaling things.
As you sync information from your customer-facing plans into HubSpot, you can use that information to trigger workflows as well!
The following video and steps will help set up a workflow that has 2 actions:
- create an Arrows plan for a customer once they are in the “ready for onboarding” stage of a deal pipeline
- create an internal HubSpot task to notify a team member that a new customer is ready for onboarding
Note: this is a deal-based workflow, the same can be set up for a ticket-based workflow if you are using the ticket object to manage your process
1. Create a blank workflow in HubSpot
From the Automation menu in HubSpot, select Workflows and then select the Create workflow button
From the next screen, be sure to:
- select a Deal-based workflow
- give your workflow a name
- start with a Blank workflow
- and, hit Next to get started
2. Set enrollment trigger for your workflow
We want a customer to get enrolled in this trigger when they reach a certain stage of a specific deal pipeline, in this case the Ready for onboarding stage of our Onboarding Pipeline.
Start by:
- selecting Set up triggers
- select the Deal filter and search for Deal stage
- use the “is any of” logic and search for your desired stage
- select Apply filter and be sure to hit Save on the next screen
3. Add an action to create an Arrows plan
After an enrollment trigger has been saved, you can add the desired actions you want to see take place after that enrollment trigger is met.
- add a new action
- search of “arrows”
- select the Create Arrows plan action (only accessibly if you have authenticated Arrows + HubSpot)
On the next screen, select the Template you wish to use to create a customer plan. Don’t worry, the plan will NOT be shared with a customer at this stage.
Hit Save to add this action to your workflow
4. Add an action to create a HubSpot task
Now, add a second action to also create a HubSpot task that notifies a member of your team that there is a new customer ready for onboarding.
Add another action and search for the Create task action
Then add details to the task to be created. You can add details such as:
- a title for the task
- due date and email reminders to make sure your team sees the task
- detailed notes with directions for next steps
- a priority status - we recommend “high”
- designate an assignee for the task
- choose the specific person to assign the task too
- and, select Save
Note: the goal is to provide your internal teams with as many notes and details to ensure the customer never feels a gap in the process. These workflows ensure those details get passed along as your teams handoff your customers through those early lifecycle moments
5. Review and publish your workflow to turn it on
You need to turn on your workflows when you are done setting up the enrollment trigger and respective actions.
Select Review and publish when you are ready to set it live
The review screen is where you can make any final edits and see if there are existing deals that meet your workflow criteria.
You can choose to enroll those existing deals or only new deals going forward.
Select Turn on once you are done reviewing and your workflow is now live.
The next time a new deal meets that enrollment trigger you created, they will be enrolled in this workflow. Removing manual steps from your process is a great way to create consistency AND ensure no one on your team drops the ball when it comes to staying on top of your customers’ needs.
As you incorporate successful internal processes to your day-to-day customer enablement efforts, be sure to use HubSpots workflows and automations to scale those efforts!