Summary email 1x per day with all contacts who completed the workflow

[awcw]

I'm hoping there's a creative way to send one email per day with a list of all contacts who have completed a workflow to the owner of those contacts. Right now my workflow is sending one email per contact, which as you can imagine leads to lots of emails each day for the contact owner. Thanks!

[karstenkoehler · Accepted solution]

Hi @awcw,

The best way to solve for this is a daily recurring report send: https://knowledge.hubspot.com/dashboard/email-or-export-reports-and-dashboards#manage-recurring-repo...

As you already pointed out, workflow treat records one by one, not aggregated. In a report, you could visualize all contacts who are a member of a list which in turn filters for workflow completion, for example.

Report emails can unfortunately not be made dynamic to the owner, you would have to either display all or set up one email per owner (which can work if you have a small number of owners).

Alternatively, set up a filtered view: https://knowledge.hubspot.com/records/create-and-manage-saved-views (this again would be filtered by list membership, the list filtering for workflow completion)

If you sort this filtered view by recent contacts (latest at the top) and share it with your contact owners, they can make it a habit of checking it regularly. The great thing here is that it is interactive and owners can update records right then and there.

Best regards

[JessicaBaskey]

Hi @awcw,

Right now, HubSpot workflows don’t natively batch contacts into a single summary email.
Each workflow email is triggered individually as contacts complete steps.

A few workarounds you could try:

• Use a report instead:
  Set up a custom report showing contacts who completed the workflow that day, and schedule it to email daily to the owners. It won't be a "pretty" email but it’ll be clean and all-in-one.

• Use a list + daily internal email:
  Build an active list of contacts who completed the workflow in the past 1 day, then use a daily internal email workflow that sends a summary style email.

Best,

Jess