Automating the processes in HubSpot refers to using the platform's technology and features to perform tasks and actions systematically and repetitively without requiring continuous human intervention. This can include automating tasks such as file management, data entry, customer service, financial transactions, form submissions, and email responses.
By automating processes, HubSpot users can save time, reduce costs, and improve their operations' efficiency, accuracy, and consistency.
It can also free up human resources to work on higher-value tasks such as strategic planning and analysis.
Increased efficiency: Automation allows for faster and more consistent processing of tasks, resulting in increased productivity and efficiency.
Reduced costs: By automating repetitive tasks and reducing the need for manual labor, businesses can save on labor costs and allocate resources more effectively.
Improved accuracy: Automated processes are less prone to human error, reducing the risk of mistakes and increasing accuracy.
Enhanced scalability: Automation allows for processes to be scaled more easily as businesses grow, reducing the need for additional resources and infrastructure.
Better data management: Automated processes can collect and analyze data more consistently and accurately, providing businesses with better insights and decision-making capabilities.
Choose what happens when a form is submitted on your website. The simplest automated workflow would be you sending an email to the user who submitted the form, the user gets uploaded in the CRM in the specified list, and there's an internal email sent to your team member who will proceed with that lead.
Go to Marketing -> Lead Capture -> Forms. And in the Forms Editor, Click on the Automation tab.
You will see the following options:
When you click on 'Create your own simple workflow,' you see the options to set the triggers and actions in the workflow.
By clicking on the '+' icon, you can choose actions.
For example, an action could be – sending an email to the user who submitted the form and to the marketing or sales rep about the form submission. You can even specify to add the contact to a particular list.
In the case of emails, you get more options than a form because there are more actions involved in it. In the form, you only have one situation, i.e., when someone submits the form, only then an action takes place.
For emails, you have the following situations/scenarios;
| Triggers | Possible Actions |
| Contact marked the email as spam | Remove contact |
| The contact received the email but did not open | Send a follow-up email after an interval with a changed subject line |
| Contact was sent the email but not received | check email address |
| The email bounced when sent to the contact (Hard or Soft Bounce) | check email address |
| Contact clicked a link in the email | Send a follow-up email after an interval if further action is not taken |
| The contact opened the email but did not click the link in the email | Send a follow-up email with the changed text |
| Contact replied to email | forward a reply to the designated team member |
| Contact unsubscribed from email | remove the contact from the list |
If you need assistance in choosing the right action for the trigger, we are always there to help.
The dashboard is similar to what you saw in the forms section. You get to choose the trigger and action with the plus sign.
Go to Settings, then on the left sidebar, click on Objects, and then on Deals. On the page opened, select Pipeline from the bar.
This is what you will see.
At the bottom, you will see the different stages of the deal. Choose the trigger and action and who handles the deal at what stage. You will see the '+' icon; click on it to create a workflow. Then click Create Task, enter the required details in the Task, and click Save. Do this for every deal stage. This is how you automate the deal stage in HubSpot.
Once this automation is done, every time a deal reaches the trigger, the action will automatically take place and update the deal status.
If you want to send deal stage status updates to a different user at every stage, you can do that. If you send email notifications for every action, you can do that. There are lots of ways you can play around with this.
Go to Settings, then on the left sidebar, click on Objects, and then on Tickets. On the page opened, select Pipeline from the bar.
You will see a similar page as you saw in the case of deals.
Click on the Create Workflow button and fill in the required details. If you want our assistance in choosing the best way to automate ticket status and actions, you can contact us because each business has a different way of handling tickets. It's no one-show-fits-all thing. Let's jump on a call, and we will automate things for you before you even know it.