Find answers and general information quickly about the workflows tool in HubSpot.
If you're encountering errors when viewing your workflow history, learn more about common workflow errors and the steps you can take to resolve these issues.
No, the workflow will need to be manually turned off. When a workflow is turned off:
While there isn't a general pause button for your workflow, you can set up pause dates so that actions don't execute on specific days. On pause dates, actions will reschedule to the next available day. This is especially useful for managing campaigns that overlap with holidays and other sensitive dates.
Learn more about setting up pause dates.
Deleted records are automatically unenrolled from workflows. Even if the record is deleted then restored while in a delay, the restored record will not resume and continue the workflow.
To add previously deleted records back to a workflow, ensure that re-enrollment is enabled, then manually enroll the record.
When reviewing your workflow history, you may see that an action was skipped to prevent an infinite loop. This indicates that your workflow has an action to create a record that also meets the enrollment criteria for the same workflow.
If the record was created, it would enroll into the same workflow. This would lead to the same Create record action that creates a new record, which would enroll into the same workflow as well. This would create an "infinite loop" and the workflow will create records non-stop.
HubSpot prevents this action from occurring so that the workflow will not create records indefinitely. When you encounter such an error, review your workflow to ensure that new records created will not meet the enrollment criteria of the workflow.
When turning on a workflow, under the These contacts already meet the trigger criteria. Do you want to enroll them when this workflow turns on? option, you can choose whether or not to enroll existing contacts that currently meet the trigger criteria.
If this option is set to No, only enroll objects which meet the trigger criteria after turning the workflow on, then any existing contacts, companies, deals, quotes, or tickets will not be enrolled automatically even if they currently meet the criteria. Only records that change to meet the enrollment triggers after the workflow is turned on will be enrolled.
When you change the enrollment triggers in any active workflow, a dialog box will appear for you to choose to immediately enroll any existing records that meet the updated enrollment triggers.
Learn more about enrolling existing records that meet the enrollment triggers.
By default, records are only enrolled in a workflow the first time they meet the workflow's enrollment triggers or are enrolled manually. Learn how to add re-enrollment triggers to allow records to be re-enrolled in a workflow.
When you edit the filters in an active list used in an active workflow's enrollment triggers, then attempt to save the list, a dialog box will appear for you to choose if existing contacts that meet the newly updated list criteria should be enrolled in the workflow.
You can add up to 250 enrollment triggers to a workflow. If your workflow requires more enrollment triggers, you can create multiple workflows instead.
If you're using a number property for your enrollment trigger in a contact-based workflow, you can only use whole numbers.
If a value with a decimal is used, an error will display and the enrollment trigger will not be saved. This applies to both formatted and unformatted number properties. For example, you cannot set Employees is any of 0.98.
When a large number of records enroll in a workflow or execute an action at the same time, the workflow may be throttled. When a workflow is throttled, actions will not execute immediately, but in a queue as records are processed.
In Specific date or Contact date property contact-based workflows, this may cause contacts to miss the first action if it's scheduled shortly after they're enrolled in the workflow. To avoid this, you can enroll your contacts in advance, or schedule the first action at a later time relative to the date or date property.
Adding actions to an active workflow can impact records that are enrolled and active in the workflow:
For example, in a workflow with two actions, when a new action is added between the first action and second action:
Removing actions from an active workflow will affect records that are currently scheduled for that action. When you remove an action that has scheduled records, the records will not execute that action. The records will proceed to the next step of the workflow and continue in the workflow. An error will also appear for that action in the workflow history.
When records are scheduled for an action, the action will show a count of those records, such as 1 contact in this action.
To view the specific records and how long they're scheduled to wait in the action:
If the Assign company owner to contact by default setting is enabled, the following error will display when you add a Rotate leads action to a contact-based workflow: New contacts will take about 10 minutes to be processed because the contact and company owner sync is enabled.
When a new HubSpot contact is created, and ownership is synced between contacts and companies, it may take some time for the contact to be associated with a company, and then for the company's owner to sync to the contact. As a result, new contacts will be delayed for 10 minutes before executing the Rotate leads action, to allow sufficient time for the contact-company association to take place and ownership to sync.
Only marketing emails that have been saved for automation can be sent in workflows. If a marketing email is a draft or has been previously sent to a list of recipients, it will not appear for selection in the Send email action.
When you delete a delay, records waiting in the delay will immediately skip the delay, then proceed through the rest of the workflow.
Learn more about editing workflow delays.
Learn more about editing workflow delays.