How to trigger actions with precision using powerful HubSpot workflows?

Miodrag Magyar
Published August 10, 2023
Last updated September 29, 2023
How to trigger actions with precision using powerful HubSpot workflows?

HubSpot workflows are a versatile tool that empowers you to automate and streamline your marketing, sales, and customer service processes. Similar to platforms like Zapier, HubSpot workflows involve triggers and actions, allowing you to create sophisticated sequences that respond to specific events. In this guide, we’ll explore how to create effective workflows using HubSpot’s capabilities, particularly focusing on its integration with Rasayel for enhanced messaging and communication.

Understanding HubSpot workflows

HubSpot workflows are automated sequences that activate when specific triggers occur within the HubSpot ecosystem. Unlike some other platforms, HubSpot workflows are primarily triggered by internal events or changes to contact properties within HubSpot rather than by external triggers. This distinction ensures that your workflow actions remain tightly integrated with HubSpot’s data and operations.

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Scan or click the code below:

Create your HubSpot workflow

Set up your HubSpot workflow

  • Navigate to your HubSpot account and go to “Automation” > “Workflows.”
  • Click “Create Workflow” > “From Scratch” > “Blank workflow” > “Next” to begin building your new workflow.
    • After you select the “From scratch” option, you can use options like Contact-based, Company-based, Deal-based workflows, etc. depending on your needs. This will determine which factor triggers the workflow.

Defining workflow triggers

Triggers determine when your workflow initiates. Select the conditions that need to be met for a contact to enter the workflow.

In HubSpot, triggers are internal events, often tied to contact properties, company properties, deal properties, etc.

Enrollment triggers inHubSpot.

In this case, I want to demonstrate how the workflow works so I will choose “Contact properties” > “Email” and add my own email. This will fire the workflow to send a message to only one contact - myself. If you select “Lifecycle stage” > “Lead,” the workflow will send a message to all contacts that meet the criteria.

Add and configure actions

  • Now, attach actions to your trigger. Click the “+” icon below the trigger to add actions to the workflow sequence.
  • Rasayel offers two workflow actions: “Send SMS” and “Send WhatsApp Message” along with the ability to assign conversations. For this example, we will select “Send WhatsApp Message.”
  • Depending on the chosen action, configure its details. If you’re sending a message via Rasayel, you’ll need to provide the channel, select a template, and fill in template variables.
  • For the recipient’s phone number, utilize a contact property where the phone number is stored in HubSpot.

Assign conversations

  • Optionally, assign conversations to specific agents using available options like “Do not change conversation assignee” or “Assign conversation to the current contact’s owner in HubSpot.”

Add HubSpot actions

  • After the Rasayel actions, you can include additional HubSpot actions. These can include sending follow-up emails, changing properties, or any other action within the HubSpot ecosystem.

Review and publish the workflow

  • Once you’ve configured the workflow, you can review it by clicking the “Review and publish” button
  • To enroll the contacts who met the criteria, select “Yes, enroll existing contacts who meet the trigger criteria as of now” and click “Turn on.”
    • HubSpot will automatically trigger the workflow for eligible contacts, sending them the designated messages. In this example, only one contact meets the trigger criteria.

Once published, the workflow will execute. Here’s the message sent via this workflow:

WhatsApp message sent via Rasayel using HubSpot workflow.

More options

By clicking the “Enroll” button, you can manually enroll more contacts or view past enrollments.

Manually enroll more contacts or view past enrollments.

By clicking “More” you have the options to clone, export, test, or delete the workflow.

Untitclone, export, test, or delete a HubSpot workflowled

Click “Settings” if you want to determine a specific time when you want the workflow to trigger or select dates when you want to pause actions from executing.

Determining a speficif time for a HubSpot workflow to trigger.

Monitor workflow execution

HubSpot provides insights into the performance of your workflows:

  • Go to “Automation” > “Workflows” and find your workflow.
  • Click “More” and select “View Details.”
  • Navigate to “Enrollment History” to view details of completed enrollments and actions taken.

Frequently Asked Questions

  • What is a HubSpot workflow?

    A HubSpot workflow is an automated sequence that activates when specific triggers, mainly internal events or changes to contact properties within HubSpot, occur.

  • How do I set the triggers for my workflow?

    Triggers in HubSpot are often tied to internal events like contact properties, company properties, or deal properties. After choosing the desired factor, select the specific conditions you want to act as your trigger.

  • Can I send WhatsApp messages using HubSpot workflows?

    Yes, with the Rasayel integration, you can choose the workflow action “Send WhatsApp Message”.

  • How can I manually enroll more contacts into my workflow?

    By clicking the “Enroll” button, you can manually enroll more contacts or view past enrollments.

  • Can I adjust the timing and days for my HubSpot workflow to operate?

    Yes, under the “Settings” option, you can determine specific times for the workflow to trigger or select dates when you want to pause actions.

  • How can I monitor the performance of my workflow?

    Go to “Automation” > “Workflows”, find your workflow, click “More”, and select “View Details”. You can then navigate to “Enrollment History” to see details of completed enrollments and actions.

  • What is the significance of the Rasayel integration in HubSpot workflows?

    The Rasayel integration allows users to send personalized WhatsApp messages at crucial touchpoints in the customer journey, enhancing engagement and communication.


HubSpot workflows provide a powerful tool to automate processes and engage with your audience effectively. By leveraging the Rasayel integration, you can deliver personalized messages at crucial touchpoints in the customer journey. Experiment with different triggers, actions, and enhancements to create workflows that drive engagement, conversion, and customer satisfaction.

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