Workflow internal email to notify staff a workflow has been triggered

SOLVE
SuzieR
Member

It would be great if it was possible to trigger an internal email to staff when a workflow is triggered. Currently it is possible to send a notification but if 'internal email' is triggered by the enrollment, all staff receive a delivery notification for all the contacts who receieve the main email....which can be hundreds! I contacted HS support and they said this is not an option currently but would be a good one to suggest on here. 

 

We just want one email to go to key staff internally to say 'X workflow is now active' (and to not also send delivery notifctaions for all emails in the workflow. 

1 Accepted solution

Accepted Solutions
MFrankJohnson
Solution
Thought Leader

Simplest way to send an "internal email to notify staff a workflow has been triggered" and have that email say 'X workflow is now active' (and to not also send delivery notifctaions when each contact enters the workflow) is to have the workflow builder do this manually at the end of the workflow testing phase.

 

Any other built-in solution -- e.g., temporarily adding the internal email send within the workflow or triggering for a specific 'test email' -- only adds additional work with very little benefit.

 

All workflows (should) go through build, test, and activation phases. The end of the test phase is the best option!

 

Can't wait to see what we can help you build on HubSpot today.

 

Best,
Frank

Remote  B2B Digital Marketing Manager


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Hope that helps.

 

Be well,
Frank


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0 Upvotes
4 Replies 4
MFrankJohnson
Solution
Thought Leader

Simplest way to send an "internal email to notify staff a workflow has been triggered" and have that email say 'X workflow is now active' (and to not also send delivery notifctaions when each contact enters the workflow) is to have the workflow builder do this manually at the end of the workflow testing phase.

 

Any other built-in solution -- e.g., temporarily adding the internal email send within the workflow or triggering for a specific 'test email' -- only adds additional work with very little benefit.

 

All workflows (should) go through build, test, and activation phases. The end of the test phase is the best option!

 

Can't wait to see what we can help you build on HubSpot today.

 

Best,
Frank

Remote  B2B Digital Marketing Manager


hubspot-solutions-signature-mfrankjohnson-v05.png

MFrankJohnson.com | Connect on LinkedIn

Find posts quickly ... accept this solution now.

 

Note: The date of each post here is increasingly important as HubSpot evolves to be the #1 CRM platform of choice world-wide.

-- Visit

 

Hope that helps.

 

Be well,
Frank


HubSpot's Hiring World-Wide!

View solution in original post

0 Upvotes
Aakar
Key Advisor

Hi @SuzieR

 

A workflow to be active, you've to activate the workflows when you build it. So, it's not possible to say 'X workflow is now active'.

 

But there's a way if you expect to run that workflow after some time. For example, your workflow is ready and already live, but your expected contacts will enroll in that workflow after a certain time. 

 

I'd imagine that workflow like this:

 

Starting condition > Add Delay > Send internal email notification (to your Y staff only saying X workflow is now active) >  rest of the workflows 

 

Thanks.

Aakar Anil
Marketing Technologist
aakar.me | @aakarpost | in/aakarpost
0 Upvotes
MFrankJohnson
Thought Leader

Not gonna work @Aakar ...
Will trigger a ('delayed') internal notification to be sent when EACH contact enrolls in the workflow. AND, it will delay all workflow functionality. (probably not desirable)

 

Note: The date of each post here is increasingly important as HubSpot evolves to be the #1 CRM platform of choice world-wide.

-- Visit

 

Hope that helps.

 

Be well,
Frank


HubSpot's Hiring World-Wide!

0 Upvotes
Aakar
Key Advisor

You're right @MFrankJohnson  Thanks for pointing that out. I will try to recreate the scenario and try some other branching logic. 

 

Aakar Anil
Marketing Technologist
aakar.me | @aakarpost | in/aakarpost