Internal email workflows

[CClark3]

Hello,

We currently have a workflow where a deal closes it sends an email to our finance team letting them know this deal has been closed. Is it possible to send this to users who are not in Hubspot? Right now all the finance team is in Hubspot as users but we eventually want to have more users added to this email who do not need Hubspot access. 

[karstenkoehler · Accepted solution]

Hi @CClark3,

HubSpot only allows for sending notifications to users in your portal. In contact-based workflows, there is a workaround to send an internal marketing email to a specified non-user address (requiring Marketing Hub Professional), in deal-based workflows this is unfortunately not possible.

You would have to invite these users into HubSpot (with view-only permissions), which is what I would recommend. It's fast, it's simple, it's what HubSpot wants you to do with barely any downsides, asides from explaining to the invitees that they have to register and do nothing afterwards.

Alternatively, you can create fake-users for shared email addresses, e.g. a "Finance" user with the shared email address finance@yourcompany.com, allowing you to email all users behind that alias / group / shared address.

Best regards!

[ac11]

thank you for the quick reply. how do i adjust the settings so co workers get an email when they are mentioned in a note on a deal or conact?

[karstenkoehler]

@ac11 typically, mentions are automatically triggering notifications unless users have turned this off. If you want to ensure it's turned on for all, you need to create notification profiles: https://knowledge.hubspot.com/account-management/create-notification-profiles

[ac11]

Also, is there a way to set up that some employees get an email notifaction when a new deal is created. i.e., the manager. ?

[karstenkoehler]

@ac11 yes, with a short deal-based workflow: https://knowledge.hubspot.com/workflows/create-workflows

1. Enroll deals when Create date is less than 1 day ago
2. Send internal email notification