Tips, Tricks & Best Practices

PamCotton
Community Manager
Community Manager

Working smarter, not harder - with Workflows! | Share your Workflows optimization tips

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Hey Community

 

After an insightful exploration of optimizing the middle column of CRM records in our last challenge, it's time to dive deeper into the realm of workflows. Whether you're a pro or just getting started, there's always room for improvement when it comes to streamlining your processes.

 

Workflows are the backbone of efficiency in any organization, but sometimes they can become confusing and complex with too many branches or unclear steps. That's where our community comes in! We're here to share ideas, experiences, and solutions to help you fine-tune your workflows for maximum effectiveness.

 

Do you find yourself scratching your head over the complexity of your workflow? 

 

Are you unsure if your current setup is the most efficient it can be? 

 

Don't worry, you're not alone. Drop your questions, concerns, or areas of confusion in the comments below, and let's collaborate to find solutions together.

 

Whether you're looking to simplify your workflow, automate repetitive tasks, or optimize for better outcomes, this is the perfect opportunity to tap into the collective wisdom of our HubSpot Community.

 

 

You can go from this:

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To this: 

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  1. Share an optimized workflow that you are proud of, and what you did to improve it.

  2. Share a screenshot of your workflow (Make sure no private information is shared), and we will help you optimize with ideas from our experts.

Let's work smarter, not harder! Start the conversation now and let's unlock the full potential of our workflows together.

 

 

Please be advised that these are user-generated use cases and may not follow HubSpot best practices or guidelines - use your own discretion.

 

 

 

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11 Replies 11
JMartin1094
Participant

Working smarter, not harder - with Workflows! | Share your Workflows optimization tips

I've had fun learning about workflows through different courses and of course, through trial and error. So far we haven't done a ton of complicated 'flows, but this is one that I've been toying with for a while before turning it on. 

Screenshot 2024-06-03 at 2.56.49 PM.png

 

We have multiple brands in our portfolio, under the parent company's central HubSpot account domain, with email aliases and addresses set up in the CRM. We also use Lead Forensics as a visitor ID tool, and have the paid two-way integration with Hubspot, allowing me to create company records from the LF side within Hubspot with a click. 

 

Screenshot 2024-06-03 at 2.57.03 PM.png

 

So, depending on the creation criteria for a company record ( record source: integration) and its industry description, companies get routed to one or another branch. From there, it checks the number of associated contacts and creates a time-bound task to populate those contacts, with another reminder if not done, and then assigns the company owner and notifies company owner that the record has associated contacts.

 

Screenshot 2024-06-03 at 2.58.01 PM.png

 

I had tried to link some of the actions previously, but I think they were superfluous. It's not sleek, per se, but I think it's also not too bloated for the number of properties involved. Haven't had anyone to run it by, though, so I'd love to hear if there's a better way to do this!

0 Upvotes
Thos
Participant

Working smarter, not harder - with Workflows! | Share your Workflows optimization tips

Thank you for sharing this.

 
 
 
0 Upvotes
 
 
 
 
0 Upvotes
mickhence
Member

Working smarter, not harder - with Workflows! | Share your Workflows optimization tips

 

One effective workflow optimization tip is to automate repetitive tasks using tools like Zapier or Integromat. This reduces manual effort and errors, allowing you to focus on higher-value activities. Additionally, regular review and refinement of your processes can identify bottlenecks and improve efficiency.

 
 
0 Upvotes
hkhan11
Member

Working smarter, not harder - with Workflows! | Share your Workflows optimization tips

Thank you for sharing this.

0 Upvotes
Anton
Thought Leader

Working smarter, not harder - with Workflows! | Share your Workflows optimization tips

Love it!

An example I've "developed" a while ago:

 

The honeypot

 

What is it?

Technically speaking a honeypot is a extra layer of spam prevention. 

 

How does it work?

Adding a hidden field to the form you'd like to protect against spam/bots. If the field is empty on form submission it means that the sender was a human since he/she did not see this field. If it's not empty it's a bot. Super simple

 

Requirements:

A new text property called honeypot (you can call it how you want) and add it to your desired/all form(s) as a hidden field.

 

Workflow build/logic:

Check if this field is unknown. If it's unknown proceed to the next action/workflow. If it's known -> do nothing. 

 

Screenshot of the workflow:

Bildschirmfoto 2024-05-03 um 11.03.56.png

 

Tipp: You could create a list like "bots" and put all of the submission with a "known value" into it.

 

p.s.:  Here's my "steal this workflow" post I've posted on LinkedIn describing it a bit more in detail

 

 

cheers,

Anton

Anton Bujanowski Signature
JMartin1094
Participant

Working smarter, not harder - with Workflows! | Share your Workflows optimization tips

That's so sick. Really clever. 

0 Upvotes
Coolananth
Participant

Working smarter, not harder - with Workflows! | Share your Workflows optimization tips

Nice

0 Upvotes
JWronski
Top Contributor

Working smarter, not harder - with Workflows! | Share your Workflows optimization tips

I know I'm not using Workflows to the best of our ability.  I feel that I'm not doing enough but not sure what else I can do.  I'm looking forward to hearing anything anyone has to offer.  I may be on the right track, but then again I will probably learn something new!

MiaSrebrnjak
Community Manager
Community Manager

Working smarter, not harder - with Workflows! | Share your Workflows optimization tips

Hi @JWronski, apologies for the late follow up here & thank you for your comment! 🙏

 

Is there something that's costing you a lot of time and you think you could automate it? 

If you have a specific workflow that you would like to optimize: do you mind sharing a screenshot?

 

Thanks, 

Mia, Community team 

 

 




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FYI: I am on my sabbatical leave until July 8 2024.
0 Upvotes
danmoyle
Most Valuable Member | Elite Partner
Most Valuable Member | Elite Partner

Working smarter, not harder - with Workflows! | Share your Workflows optimization tips

Thanks for the tag @MiaSrebrnjak 😊

 

Love this example and the full library idea, @PamCotton!  

 

I don't have a specific example, but when I teach clients to build workflows I also use this "go to action" option so we aren't building huge branches. Love that! 

 

Did my answer help? Please "mark as a solution" to help others find answers. Plus I really appreciate it!


Dan Moyle

HubSpot Advisor

LearningOps | Impulse Creative

emailAddress
dan@impulsecreative.com
website
https://impulsecreative.com/
MiaSrebrnjak
Community Manager
Community Manager

Working smarter, not harder - with Workflows! | Share your Workflows optimization tips

Thanks @PamCotton! 🙂 

 

Hey @Josh@KTownsend@danmoyle@Dan1@Jnix284@BukunmiOdetayo@ChristinaKay@OPerek-Clark , @karstenkoehler@colinwitt@beeginman@Shadab_Khan,

  • do you have any Workflows optimization tips that you could share with the Community?
  • Or a Workflow that you're really proud of that is saving you tons of time? 

We'd love to see your examples! 💛

 

We'll review them and include them in the new resource that we've launched this week: the Workflows Library. 

This growing catalogue of HubSpot-approved example Workflows is designed to help HubSpot-users master the Workflows tool and discover new use cases.

 

Thank you,

Mia, Community team 

 

 

 




Wusstest du, dass es auch eine DACH-Community gibt?
Nimm an regionalen Unterhaltungen teil, indem du deine Spracheinstellungen änderst


Did you know that the Community is available in other languages?
Join regional conversations by
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FYI: I am on my sabbatical leave until July 8 2024.