Workflow Issue Notifications is now live for all Enterprise customers. You can receive notifications of workflow issuesviaSlack, Email, Facebook Workplace, MS Teams, Mobile, Browser, or with In-app notifications on a per workflow basis. As a result, less business critical workflows can continue to be managed through the workflows Needs Review tab, but users can receive notifications for higher priority workflow issues every time they occur, or after as set period of time defined by the user. Workflow notifications are available in Enterprise-level HubSpot portals.
Two steps are needed for an account to receive this notification: notification recipients need to be selected per workflow, and those recipients need to opt-in to that notification per channel.
For the first step, to turn on issue notifications for a workflow, users will go toWorkflows > Settings and notifications > Notificationstab. Then they'll set select the desired individuals or teams that will receive notifications for that workflow. Lastly, they'll turn theWhen Workflow Needs Reviewtoggle toOn.
For the second step, in order for each of those recipient to receive this notification, they will need to opt-in to one or more notification channels. To do so, users will first go toSettings > Your preferences > Notifications. Then will select the tab for a notification channelsEmail,Desktop, orSlack.
Then, to opt-in for this notification within each desired channel, users will expand theWorkflowsaccordion. Within that accordion, users will check the checkbox next toWhen a workflow needs review.
We released the next iteration of workflow issue/error management to public beta last week. With this update you can set preferencesfor the types of workflow issues you want to monitor. You can choose to ignore trivial issues indefinitely, while critical issues can be set for review every time they occur. You can also set preferences to review specific workflow issues on certain dates or after set time periods. The preferences you set will determine what shows up for review on the tab on the main workflows page. We expect this feature to go to an automated rollout for everyone begin using it next week. If you would like to join the public beta this week, go to Product Updates > Early Access > [Public Beta] Workflows - Issue Details Panel with Reminders.
The next iteration of workflow issue/error management is workflow notifications.
Question regarding workflow notifications for anyone who would like to share feedback: Is there a prefered channel through which you would like to receive notifications about workflow issues? Slack, email, in-app, mobile app, any other channels? I appreciate your feedback!
We are working on a series of error management improvements in 2023, including notifications. The first improvement (it's not notifications) will be out of beta and available to everyone next week. It includes additional information about workflows with errors, along with the ability to clear the workflow from the workflows with errors list <>. Error Notifications is coming - I will definitely update this group with beta details when it's ready. I appreciate all your insights and patience.
I'm Jess, a product manager on HubSpot's Automation team. Thank you all for your input for this idea. I'm excited to share the product team is actively working on workflow error notifications, along with some other error management enhancements! If you are interested in participating in the Beta (it will likley be later this year) for workflow error notifications, as well as for other workflow error management features, please contact me directly at jhartnagle@hubspot.com.
Our team is currently evaluating the best way to notify users about workflow events. If anyone would be interested in speaking with us (the product team) about their use case, feel free to send me a direct message and we can set up some time to talk!
Hi @Herschel. Thanks for the reply here. I had an itchy finger on that one and saved before it was ready.
Just to note here, this status does not mean that the idea is rejected. It just means that we have reviewed it, but have not prioritized it in our roadmap. We will update this thread if that changes.
Thank you for taking the time to contribute and vote on this idea. We don't currently have this specific feature planned, but we are currently looking at ways to improve our error and alerts system. The current path is to help surface these better in-app. If anyone would like to be a part of the beta when it is available, please let us know.
Our team is currently evaluating the best way to notify users about workflow events. If anyone would be interested in speaking with us (the product team) about their use case, feel free to send me a direct message and we can set up some time to talk!
It´s fantastic you are reviewing this new potential feature. It would help us so much to avoid surprises. Sometimes, we identify errors almost by chance when it's a bit late to reconnect with our leads and they might have gone cold by then. . Please send me your meeting link to book a call with you 🙂
Wanted to add this idea as well, because we want to receive notifications when a contact get unenrolled (for instance, when it's merged with another contact and doesn't meet the re-enrollment criteria)
We have created nearly 100 workflows that are in active use. It would be great if we could mark the critical ones and receive a special error notification for them.
Yes this would massively help our team as we've just manually discovered an issue with:
- webhook actions timing out and being skipped
- sms messages not being sent
If we had received a notification when these had happened we could have instantly caught and fixed.
To help keep on top of workflow management it would also be useful to be able to mark them as 'fixed' in the workflow error tab as mentioned in this idea
Such a basic idea that is crutial for HS customers to succeed with their operations.......
Simple example that is costing us money:
We set up that the qualification process of a contact is designed by changing statuses on a contacts property - once qualified it creates a new deal and assigns the relevant acount executive for the demo.
If something breaks in the process then the automation doesn't due it's job.... meaning we loose deals that have been qualified because we didn't get an alert that the automation is broken.
HS product team - you're getting requests for this since 2017 - this is a super easy feature to develop and if it makes your customers lose money than this should be a No-brainer if to add to the road map.
I'd love to get a response and understand the status of this simple ability and if still is not a priority.
Commenting on behalf of a cust here! Sends out loads of workflows and would be great to know whenever any of them are encountering an error without having to access each and every workflow to check. Thank you!
Another feature that seems like a no-brainer which should be already possible. Missing a bunch of errors as I have to manually go in and check each workflow.
I've made error checks of my own via internal notifications and placing myself inside of a team, so that when it comes to adding/removing people to get them it's just one place to do that instead of every single error message box. This is what it looks like roughly:
Essentially, everywhere that I wanted to know if something was going to break, I installed an if/then tree, using the "otherwise/else" branch to send an internal email notification. In that way, if someone didn't meet the preceeding criterion (which they should have prior to that point) then it would flag an error and let me know via email asap.
In the end, there are internal marketing automated emails which get sent out to the teams to notify them of the leads. In those cases, I used a Value= tree in order to sus out the success/failure state of the email send, and again installed an internal notification to let me know if it didn't happen. If it did, I left it blank because I don't care if it was successful.
very interessting workaround solution! But I dont know what field to check, if an email was sent correctly or an error appeared. What condition do you check there? What field do you use in the if/then branch?
So there's a lot of things you can do when it comes to post email send with the Value Equals Branch. Here's the crux of the setup:
Starts with the IF/THEN which includes a check in case something failed that as pictured above. One of those branches is going to be for sending an email based on qualifying factors. That's going to be followed up with a Value Equals Branch, and point it to the Send Email box (if you're going to replicate this across multiple places in your workflow, do so BEFORE adding the Value Equals Branch. Once added, from the IF/THEN down, cannot be copied and pasted elsewhere because it would contain a duplicate value).
Once that's in place, you can determine how you'd like to break down the success/failure of the send. Personally I only need to see the failure, but there's additional options that you can use also!:
Then you can attach your internal notifications to the end of those branches to notify you of the success/failure of the send:
For testing purposes of course, you could also create a success notification to ensure the flow is working properly. Depending on traffic through the workflow when live, however, you may not want to have this in place.
Did that answer your question, sorry if I didn't go into enough detail.
I'm glad this is being reviewed. We have have had multiple clients where HubSpot updates caused workflows to break and we didn't find out until luckily we happened to be editing one. Similar to the SFDC/HubSpot sync, we need to alerted when a key workflow has a severe error.
