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4 HubSpot Sales Automation Workflows that Limit Admin Tasks

Katelyn Ahern Digital Project Manager
#Digital Marketing, #Inbound Marketing, #HubSpot
Published on June 16, 2016

We look at some great features of HubSpot's workflows tool that can automate sales processes and streamline your team's efforts.

HubSpot’s workflows tool is a powerful part of their robust marketing automation platform (MAP). While this tool is often misunderstood as simply an email automation solution, this is far from the case.

There are many ways that the workflows tool can provide value for different departments within your organization. Automating certain administrative tasks that your marketing or sales team members spend large amounts of time on can open up more time for them to focus on the things that a software can’t accomplish, like building connections with clients and prospects.

Unfortunately, many organizations still don’t realize the value that this tool can provide. Let’s take a look at some relatively new features in the HubSpot workflows tool that can help you automate sales administrative tasks:

Lead Rotation Automation

This feature was released in May 2016, and it allows for easy rotation of leads. Leads can be automatically assigned to HubSpot owners by dividing up the leads evenly to selected sales reps or team members. For example, if you select two sales reps, as can be seen in the screenshot below, then this workflow will evenly distribute 50% of the leads to one and 50% of the leads to the other, attributing the selected user as the HubSpot Owner.



Deal Creation Automation

Another new sales task that can be automated with the workflows tool is the action to create a deal. This allows you to save time in instances when you create a deal every time a lead or client meets a particular set of criteria.

Although this action should be used with caution, it can be a great way to eliminate some sales administrative tasks. We recommend only using this when the criteria the contact must meet and the parameters of the deal are specifically defined.


Task Creation Automation

In addition to deal automation, the workflows tool also provides a feature in which tasks can be created automatically. These tasks can be assigned based on when a contact qualifies for specific parameters and assign this to a particular sales rep or to the contact’s HubSpot owner.

This allows you to automate follow-up tasks or any internal processes that need to take place within a certain timeframe after the contact takes action. The timeframe option allows your team to cater these automated tasks to your internal processes as a reminder to your team members.


Automate Multi Check-box Values

The newest feature in the workflows tool that will save you time on administrative tasks is the ability to update fields with multi-check answers all at once. This allows you to assign multiple answers to questions with that option, all in one workflow.

This is a great way to attribute several checkboxes to a newly imported list that qualifies for several options. This feature can be extremely helpful in maintaining quality data. Arguably the best part of this feature is the option to append these fields or replace the fields that are already chosen, as you can see in the screenshot below. This gives you numerous use cases for keeping your data updated at all times, no matter the circumstances with a multi-check box property.


These are just a few of the ways that the HubSpot workflows tool can help alleviate sales administrative tasks and allow your team members to focus on client happiness. If you are looking to solve a specific admin task that we haven’t covered in today’s blog, feel free to leave a comment below, or contact us to find out how we can help you build a workflow that brings the most value to your digital strategy!