HubSpot Ideas

JKliesch

Workflows - Internal Email Notification

When setting up workflows and sending emails to thousands of contacts, the "Internal Email Notification" feature sends an email notification for every contact enrolled in a workflow. 

 

For example, on a recent campaign we had over 3,000 contacts included in this workflow. We had an action "Send internal email notification" added to the workflow to confirm to our team that the emails had been delivered. This resulted in thousands of emails which was super inconvenient to clean up. 

 

Idea: Have a check box for the "Send internal email notification" action that asks if you'd like this notification to for every single contact in the workflow, or the first contact. 

 

Goal: Inform members of the team about workflow progress and status of campaigns. Internal email notifications can include reporting links, etc. to keep everyone informed. 

 

Value: This will help users stay on top of results, which will ensure they continue using HubSpot since they're more aware of the value that HubSpot provides. 

 

This would help marketing teams keep additional stakeholders informed without crowding up their inboxes. Example: My first workflow I ever created, I was trying to create an informative internal email notification like the below. I added a link to the workflow itself so internal recipients had easy access, and visibility through the automated email. Instead, we all received multiple copies which our department received many complaints about. 

JKliesch_0-1676492885808.png

 

If there's another workaround for this, please let me know! 

 

2 Replies
franksteiner79
Key Advisor

Hi @JKliesch 

 

This is exactly how the internal notification is supposed to work, which is why notifications for contact workflows should be handled with care.

Informing internal stakeholders about a workflow enrolment should be done via something simple like a weekly email or campaign brief but not a contact workflow. I've seen the following ways of keeping stakeholders informed about campaigns:

 

  • weekly/monthly internal campaign emails
  • and internal Wiki that contains the relevant links to HubSpot assets
  • a campaigns kit - usually a Google Doc that contains the relevant links to HubSpot assets
  • a campaigns dashboard that shows form submissions, emails, etc. that can be filtered by contact owners

I hope that helps.

Frank

TMacFarlane
Participant

We already use all of the above to keep stakeholders informed, but still ended up with language requirement changes prior to scheduled email—twice in the last week.

 

Workflows are often set months before the campaign launches. All the offline tools in the world won't circumvent major changes that weren't promulgated from within those tools. Since HubSpot is such a tool, it makes perfect sense for a stakeholder to review an upcoming email send (it's why we have "send test" in the actual email.)

 

If it's not feasible to build in a checkbox that limits the number of notifications, how about building an action that sends a test-blast of the automated email (again) — this time through the workflow.