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HubSpot Operations Hub is a powerful tool that allows businesses to automate and streamline their operations. One of the key features of Operations Hub is the ability to create custom workflows. In this tutorial, we’ll explore how to create customized workflows in Operations Hub and how they can benefit your business.
What is HubSpot Operations Hub?
Before we dive into creating custom workflows, let’s first understand what HubSpot Operations Hub is and how it can help your business.
HubSpot Operations Hub is a part of the HubSpot CRM platform that focuses on streamlining and automating business operations. It includes tools for data management, automation, and custom reporting. With Operations Hub, businesses can centralize their data, automate manual tasks, and gain valuable insights into their operations.
Read our HubSpot Operations Hub review.
Why Use Custom Workflows?
Custom workflows are a powerful feature of HubSpot Operations Hub that can help businesses save time and improve efficiency. With custom workflows, businesses can automate repetitive tasks, streamline processes, and ensure consistency in their operations.
Here are some key benefits of using custom workflows in Operations Hub:
Automate Repetitive Tasks
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Custom workflows allow businesses to automate repetitive tasks, freeing up time for employees to focus on more important tasks. This can help improve productivity and efficiency, as well as reduce the risk of human error.
Custom workflows can also help streamline processes by automating the flow of information between different teams and departments. This can help improve communication and collaboration, leading to a more efficient and effective workflow.
With custom workflows, businesses can ensure consistency in their operations. By setting up standardized processes, businesses can ensure that all tasks are completed in the same way, reducing the risk of errors and improving overall quality.
Types of Workflows in Operations Hub
There are three types of workflows that can be created in Operations Hub: contact-based, company-based, and deal-based workflows. Let’s take a closer look at each type.
Contact-based workflows are triggered by actions taken by a contact in your CRM. For example, you can set up a workflow to send a follow-up email to a contact after they have filled out a form on your website.
Company-based workflows are triggered by actions taken by a company in your CRM. For example, you can set up a workflow to notify your sales team when a company reaches a certain revenue threshold.
Deal-based workflows are triggered by actions taken on a specific deal in your CRM. For example, you can set up a workflow to send a reminder to your sales team when a deal has been in the negotiation stage for too long.
Creating a Custom Workflow in Operations Hub
Now that we understand the benefits of custom workflows and the different types available, let’s dive into creating a custom workflow in Operations Hub.
Step 1: Define Your Goal
Before you start creating a custom workflow, it’s important to define your goal. What do you want to achieve with this workflow? What tasks do you want to automate? Having a clear goal in mind will help you create a more effective workflow.
Step 2: Choose a Trigger
The first step in creating a custom workflow is choosing a trigger. This is the action that will start the workflow. For example, you can choose to trigger the workflow when a contact fills out a form, or when a deal reaches a certain stage.
Step 3: Add Actions
Next, you’ll need to add actions to your workflow. These are the tasks that will be automated. For example, you can choose to send an email, create a task, or update a contact’s information.
Step 4: Set Conditions (Optional)
You can also set conditions for your workflow. This allows you to specify when the workflow should run. For example, you can set a condition to only trigger the workflow if a contact has a certain lead score.
Step 5: Test and Activate
Once you’ve set up your workflow, it’s important to test it before activating it. This will ensure that the workflow is working as intended. Once you’re satisfied with the results, you can activate the workflow.
Real-World Examples of Custom Workflows
Let’s take a look at some real-world examples of custom workflows in Operations Hub.
Automated Lead Nurturing
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One common use case for custom workflows is lead nurturing. By setting up a workflow to automatically send follow-up emails to leads, businesses can save time and improve their chances of converting leads into customers.
Deal Stage Notifications
Another useful workflow is one that sends notifications to sales reps when a deal reaches a certain stage. This can help ensure that deals are not forgotten and that they are moved through the sales process in a timely manner.
Custom workflows can also be used for data management. For example, you can set up a workflow to automatically update contact information when a form is filled out, ensuring that your sales CRM is always up-to-date.
Read our HubSpot data management tutorial.
Best Practices for Creating Custom Workflows
To get the most out of your custom workflows, here are some best practices to keep in mind:
Keep it Simple
When creating custom workflows, it’s important to keep them as simple as possible. This will make them easier to manage and troubleshoot if any issues arise.
Test Before Activating
Always test your workflows before activating them. This will help ensure that they are working as intended and will save you time and headaches in the long run.
Monitor and Optimize
Once your workflows are activated, it’s important to monitor them and make any necessary optimizations. This will help ensure that they continue to run smoothly and effectively.
Custom workflows are a powerful feature of HubSpot Operations Hub that can help businesses save time, improve efficiency, and ensure consistency in their operations.
By following best practices and using real-world examples, you can create customized workflows that will benefit your business and help you achieve your goals.