Setting Up Workflows

Learn how to create HubSpot workflows that automatically enroll contacts into sequences using AutoSeq.

Before You Begin
Make sure you've:
  • ✅ Connected your HubSpot account to AutoSeq
  • ✅ Synced your sequences and users
  • ✅ Created at least one active sequence in HubSpot
  • ✅ Know what trigger should enroll contacts

Creating Your First Workflow

1

Navigate to Workflows

In HubSpot, click "Automation" in the top navigation, then select "Workflows".

2

Create New Workflow

Click "Create workflow" in the top right. Choose "From scratch" and select "Contact-based" as the workflow type.

💡Start with contact-based workflows for most sequence enrollment scenarios. Deal-based workflows are for enrolling associated contacts.
3

Name Your Workflow

Give your workflow a descriptive name like "Demo Request Form → Demo Sequence" so you can easily identify it later.

4

Set Enrollment Triggers

Click "Set up triggers" and choose what will cause contacts to enter this workflow. Common triggers: Form submission, Property change, List membership, Lead score.

💡You can have multiple triggers with AND/OR logic. Be specific to avoid enrolling the wrong contacts!
5

Add Suppression Lists (Important!)

Click the "Suppression" tab and add filters to prevent unwanted enrollments. Common suppressions: Already in a sequence, Lifecycle stage = Customer, Unsubscribed.

6

Add AutoSeq Action

Click the "+" button in your workflow. Search for "AutoSeq" and select "AutoSeq: Enroll in sequence".

7

Configure the Action

Fill in the 4 required fields: Workspace ID (from AutoSeq dashboard), Email field (usually "Email"), Sequence (select from dropdown), Mailbox (direct or rotation).

8

Test with a Sample Contact

Before activating, create a test contact and manually enroll them in the workflow. Check that they appear in your sequence in HubSpot.

💡Use your own email address for testing so you can see the sequence emails!
9

Review and Activate

Double-check all settings, especially suppression filters. When ready, click "Review and publish" then "Turn on".
Success
Congratulations! Your workflow is now live. Contacts who meet your trigger criteria will automatically be enrolled in your sequence.

Types of Workflows

Contact-Based Workflows

What it does: Enrolls individual contacts based on their properties or actions

Best for:

  • Form submissions
  • Lead scoring triggers
  • Lifecycle stage changes
  • Contact property updates

Example trigger: "Contact fills out Demo Request form"

Deal-Based Workflows

What it does: Triggers on deal changes, enrolls the associated contact

Best for:

  • Deal stage changes
  • Deal property updates
  • Deal owner assignment

Example trigger: "Deal enters 'Proposal Sent' stage" → Enroll associated contact in follow-up sequence

Pro Tip
For deal-based workflows, make sure to select "Associated contact" when configuring the AutoSeq action's email field!

Common Workflow Triggers

Form Submission

Trigger: "Form submission" equals "Your Form Name"

Use case: Someone downloads content, requests demo, signs up for webinar

Sequence type: Nurture, follow-up, onboarding

Lead Score Threshold

Trigger: "HubSpot Score" is greater than or equal to "75"

Use case: Hot leads ready for sales outreach

Sequence type: High-intent outreach, discovery call booking

Property Value Change

Trigger: "Lifecycle Stage" is "Marketing Qualified Lead"

Use case: Hand-off from marketing to sales

Sequence type: Sales introduction, qualification

List Membership

Trigger: "List membership" = "Target Account List"

Use case: Account-based marketing campaigns

Sequence type: Personalized outreach, executive engagement

Page View

Trigger: "Page view" URL contains "/pricing"

Use case: High-intent website behavior

Sequence type: Pricing questions, sales call booking

Essential Suppression Filters

Suppression filters prevent contacts from enrolling when they shouldn't. Always add these:

Prevent Duplicate Enrollments

Filter:

"Contact is currently in any sequence" is "No"

Why: Prevents enrolling someone already in another sequence

Exclude Existing Customers

Filter:

"Lifecycle Stage" is not "Customer"

Why: Don't send sales sequences to people who already bought

Respect Unsubscribes

Filter:

"Unsubscribed from all email" is "No"

Why: Legal requirement - don't email people who opted out

Exclude Competitors/Invalid Emails

Filter:

"Email" does not contain "@competitor.com"

Why: Avoid wasting sequences on competitors or test accounts

Don't Skip Suppressions!
Proper suppression filters are critical. They prevent embarrassing mistakes like sending sales emails to customers or enrolling the same person multiple times.

Advanced Workflow Patterns

Conditional Branches

Use IF/THEN branches to route contacts to different sequences based on criteria:

Example: Region-Based Routing

  1. 1. Trigger: Form submission on pricing page
  2. 2. IF "State" is CA, OR, WA → Enroll in "West Coast Sales Sequence"
  3. 3. ELSE IF "State" is NY, NJ, MA → Enroll in "East Coast Sales Sequence"
  4. 4. ELSE → Enroll in "General Sales Sequence"

Adding Delays

Insert delays before the AutoSeq action to control timing:

  • 5-minute delay: Let confirmation emails arrive first
  • 1-day delay: Give marketing time to nurture before sales reaches out
  • Until specific time: Wait until 9am next business day
Pro Tip
Use "Delay until specific time" to ensure sequence emails go out during business hours, even if the form is filled out at midnight!

Multi-Touch Sequences

Combine multiple sequences in one workflow for complex nurture campaigns:

Example: Long Nurture Campaign

  1. 1. Trigger: Download whitepaper
  2. 2. AutoSeq: Enroll in "Whitepaper Nurture" (5 emails over 2 weeks)
  3. 3. Delay: 14 days
  4. 4. IF "Opened email" at least 3 times → AutoSeq: Enroll in "High Engagement Sequence"
  5. 5. ELSE → AutoSeq: Enroll in "Re-engagement Sequence"

Testing Your Workflow

Step 1: Create a Test Contact

  1. Go to HubSpot Contacts
  2. Create a new contact with your personal email
  3. Set properties to match your enrollment trigger
  4. Give them a clear name like "TEST - John Doe"

Step 2: Manually Enroll

  1. Go to your workflow
  2. Click "Review" (top right)
  3. Click "Manually enroll contacts"
  4. Search for your test contact
  5. Click "Enroll"

Step 3: Verify Enrollment

Check these locations to confirm success:

  • AutoSeq Dashboard: Go to Usage → Recent Executions. You should see the enrollment with "Status: Success"
  • HubSpot Sequence: Open your sequence and verify the test contact appears in the enrolled list
  • Your Email: If you used your personal email, you should receive the first sequence email
What Success Looks Like
✅ Execution shows "Success" in AutoSeq
✅ Contact appears in HubSpot sequence
✅ Correct user/mailbox assigned
✅ First email scheduled or sent

Step 4: Test the Trigger (Optional)

To test that the trigger works automatically:

  1. Create a brand new test contact (don't reuse the manual test one)
  2. Perform the actual trigger action (fill out the form, change the property, etc.)
  3. Wait 1-2 minutes for workflow to process
  4. Check AutoSeq and HubSpot to verify enrollment

Monitoring Workflow Performance

HubSpot Workflow Analytics

In your workflow, click the "Performance" tab to see:

  • Total enrollments over time
  • Current contacts in workflow
  • Completion rate
  • Where contacts are in the workflow

AutoSeq Analytics

In AutoSeq dashboard, go to Usage to see:

  • Executions by workflow ID
  • Success vs. failure rates
  • Which sequences are being used most
  • Which mailboxes are getting assignments

Learn more about execution analytics →

Common Mistakes to Avoid

❌ Not Adding Suppression Filters

Result: Customers get sales emails, people get enrolled twice, competitors see your pitches

Fix: Always add at minimum: not in sequence, not customer, not unsubscribed

❌ Using Wrong Email Field

Result: Workflow fails because contact doesn't have the email property you selected

Fix: Use "Email" (the default contact email) unless you have a specific reason to use a different property

❌ Activating Without Testing

Result: Errors on real prospects, wasted sequences, poor first impression

Fix: Always test with a dummy contact before activating

❌ Too Broad Enrollment Triggers

Result: Wrong people getting enrolled, irrelevant contacts in sequences

Fix: Be specific with triggers. Use AND logic to narrow criteria.

❌ No Delays Before Enrollment

Result: Sequence email arrives before confirmation email, confusing the prospect

Fix: Add a 5-10 minute delay before the AutoSeq action

Workflow Templates

Template: Form Submission → Sequence

Use Case: Someone requests a demo

  1. Trigger: Form submission = "Demo Request"
  2. Suppression: Not in sequence, Not customer, Not unsubscribed
  3. Delay: 10 minutes (let confirmation email arrive)
  4. AutoSeq Action: Enroll in "Demo Nurture Sequence"
  5. Mailbox: Sales Team Rotation (if you have one) or specific rep

Template: Lead Score → Sequence

Use Case: Hot leads ready for outreach

  1. Trigger: HubSpot Score ≥ 75
  2. Suppression: Not in sequence, Not customer, Not contacted in last 30 days
  3. Delay: Until 9am next business day
  4. AutoSeq Action: Enroll in "High-Intent Outreach"
  5. Mailbox: Senior Sales Rep (they handle hot leads)

Template: Deal Stage → Sequence

Use Case: Follow up after proposal sent

  1. Type: Deal-based workflow
  2. Trigger: Deal stage = "Proposal Sent"
  3. Suppression: Associated contact is not in sequence
  4. Delay: 1 day (give them time to review)
  5. AutoSeq Action: Enroll in "Proposal Follow-up"
  6. Email Field: "Associated Contact Email" (not "Email")