HUBSPOT

OVERVIEW
INTRODUCTION
HubSpot has two specific sections for our sales use case

● Workflow &
● Sequence

This presentation will focus on “Workflow” only

 CATEGORIES OF WORKFLOW

01 02
ALL WORKFLOWS DELETED
List of every workflow created Recently deleted OR accidently
deleted

03 04
NEEDS REVIEW UNUSED
Workflows that have errors Workflows that haven’t been
used in 90 days

Further filters are also available under each category

CREATING A WORKFLOW
HubSpot offers two options while creating a Workflow
● Create from scratch (blank)
● Use predefined templates
CATEGORIES FOR WORKFLOWS

While creating a workflow we get the options

● Contact Based
● Company Based
● Deal Based
● Ticket Based

Each option will provide its relevant properties to choose

from, in order to create a workflow trigger & its respective
actions.

Example of properties:
● Contacts: Name, Email, Country, etc.
● Company: Name, Revenue, Employee Strength, etc.
CREATING A WORKFLOW
Each workflow will have two major components
● Trigger (to start / initiate the workflow) &
● Actions (which could be one or more after Trigger)
WORKFLOW | TRIGGERS
A trigger could be
● Form filled
● Call to action button
● Ad clicks

OR

Trigger based on
● User list
● Designation
● Custom parameters in DB

The trigger criteria can be:

Either a specific action is performed
Or everything except a specific action is done
WORKFLOW | TRIGGERS | AND / OR
While configuring a trigger
● We can have more than one condition set (AND)
● We can configure for either of the actions done (OR)

CLONE AND

Triggers (rules) can also be CLONED (duplicated)

 WORKFLOW | ACTIONS
Any rule/step created after Trigger is called
Action

Actions could be
● Sending email (external)
● Sending email (internal)
● In-app Notification (HubSpot app)
● Sending SMS

Action can also mean

Assigning lead after user has filled a form
● Mapping it to either an individual OR
● Mapping the lead to a team
(rotational)

ACTION
We can also add a “Delay” parameter between
Trigger & Action
Action & Action
WORKFLOW | ACTIONS | ADDITIONALS
On the top navigation we have few more options next to Actions

Settings:
● We can set the frequency of when this action should be performed
● The options can be hours, specific date, days, date range, etc.
● Setting exceptions to the already configured rules
Goals:
● In simple words, Setting a Goal set for a specific Action will STOP
the Workflow when Goal is met
● E.g. If a user takes action on first email (click meeting schedule link)
then there is no point sending the follow up email configured in the
workflow
 WORKFLOW | START
After setting the Trigger & Actions in a Workflow, we
should Test the Workflow

● Test the workflow by selecting a contact (the

test user should meet the trigger criteria)
● We can also send test emails to self (how the
templates would look in our inbox)

TEST

If the Test looks satisfactory, we can Review & Publish the Workflow
WORKFLOW | ANALYTICS
● After Publishing the Workflow, we can now access
DETAILS tab to view the performance of this Workflow

We can also enroll users of “New Workflow” to follow configurations of

this Workflow that we have created (Enrolling to Another Workflow)
WORKFLOW | BRANCHING
A branch can help us set different
Actions for multiple categories
E.g. Here we have set different Actions
based on the Trigger “Country/Region”

There are two broad type of Banching

● Branch equal to value
● Branch if/then

The descriptions are self explanatory: First, if “value” is matched;

Other one is when the statement “if/then” is True
ADDITIONAL WORKFLOWS

As mentioned in the slide 5, there are two additional type

Workflows (Sharing overview for them both)

Deal Based

● Workflow will be broadly configured based on

properties available which are Deal related
● E.g. Deal size, Status (closed/open), etc.

Ticket Based

● The Workflow will be based on the properties

available of Tickets created
● E.g. User wise, date wise, status wise, etc.
 REPORTS
Reports are available in broader categories

● Charts
● Graphs
● Traffic
● Range

The available options for reports will depend on the rights given by Admin
REPORTS | DASHBOARDS
HubSpot gives us option to create desired dashboards from
available templates (two main types mentioned below)

● Funnel Reports
● Attribution Reports
 REPORTS | DASHBOARDS | FUNNEL REPORTS
● We can select the desired parameters from left pane &
HubSpot will create the report on real time basis
● This will need playing around with options to get best
possible reports

MQL &
SQL

The funnel report will always show numbers which have qualified ALL stages of the life cycle
If someone has skipped any one of the stages, they will not be a part of this funnel report
E.g. created contact / subscriber / lead / MQL / SQL
REPORTS | DASHBOARDS | ATTRIBUTION REPORTS
● This report is primarily for viewing interactions & activities
that lead to the lifecycle progress
● We can use different combinations / filters available
● Report is plotted in real time
 CAMPAIGNS
● Campaigns will allow segregation of specific events (campaigns)
● To assign tasks that we otherwise do via Workflows
● To set goals for this specific campaign (sessions, revenue, deals, etc.)

This is just for informational purposes. Since it was covered in the course.
THANKS!

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