back-populate a workflow

Marketing & Content Lists, Lead Scoring & Workflows
1

Hi, I want to publish an after-sales workflow and enrol contacts who meet the conditions, but I want to make sure that they don’t all start at the beginning of the workflow. They are currently going through another workflow on a different CRM that I will pause, so I need to make sure that when I publish the hubspot workflow they will continue where they left off. Thank you.

2

Hi @DDsur3,

Unfortunately, there isn’t a simple solution to this. Assuming that your contacts are currently at different steps in your old workflow, it’s not possible to automatically have them re-enter at the correct step in the new workflow.

Let’s assume your old workflow has 5 actions, and some contacts have completed 1, others 2, other 3 etc. of these actions. You would have to create lists for each group. One list of people completed only the first action, one list of people who completed two actions etc.

In HubSpot, you would then start off your workflow with an if/then branch. If the contacts is in list 1 ( = has completed first action), go to action 2. If the contact is in list 2 ( = has completed two actions), go to action 3, and so on. (The “Go to action” option is available as a workflow action in the right sidebar.)

You can see how this can get complicated very quickly.

Generally, my recommendation would be to stop new enrollment into the workflow in your old CRM but let contacts who are already enrolled complete the workflow there. In the meantime, you can set up your HubSpot workflow. Here I’d recommend using a suppression list to exclude all contacts from your old CRM’s workflow. (Otherwise there’d be the risk of some contacts enrolling in both systems.)

Let me know if you have any follow-up questions.

3

Hi @DDsur3 ,
In your HubSpot account, you have to find out what will be the ‘Trigger’ that will enroll the contact into the workflow. For example, the contact will fill up a form on your website that is connected to your HubSpot account or book a meeting link or any other action it will take in regards to your HubSpot account.
If you can tell us what action the contact will take in your ‘HubSpot CRM’, we can guide you further.
Hope this helps!
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