Introduction to RollWorks Workflows [Alpha]


RollWorks Workflows is a feature in Alpha for a limited number of HubSpot and Marketo customers only.


What are RollWorks Workflows

RollWorks Workflows is a feature that allows you to automate your go-to-market (GTM) strategy leveraging data and insights from RollWorks across your connected systems with a built-in orchestration tool that brings your GTM tech stack together.

Personalize and coordinate engagement across channels

Leverage RollWorks signals for more targeted, personalized, and coordinated marketing and sales outreach across channels beyond advertising. Launch email campaigns with HubSpot or Marketo directly, or trigger engagement in other channels via updates to CRM with the Workflows orchestration tool.

Put data right where you need it
Every team’s tech stack is different - that’s why Workflows provides you the flexibility to work the way you want to work. Automatically update a contact or lead record in Salesforce, or add contacts or leads to Salesforce campaigns.
Create custom alerts for internal teams
Want more control over what triggers alerts for your internal teams? Use the Workflows orchestration tool to create follow-up tasks for Sales or trigger internal notifications by tying into HubSpot or Salesforce.


A RollWorks Workflow is an automated sequence of steps defined in RollWorks that takes action on contacts across external platforms. You can use this orchestration tool to configure workflows based ontwo elements:

  1. A Trigger: a set of criteria that defines when a workflow executes.
  2. An Action: Operations that can be performed on the contacts that enter a workflow.

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Who can access

RollWorks Workflows is available to customers with any paid subscription: Starter, Standard, Professional, and Ultimate.

To trigger... You will need
Workflows in Hubspot A HubSpot plan that supports Workflows (Professional or higher), and HubSpot integrated with RollWorks
Marketo Actions

Marketo Integrated with RollWorks - needed to define your action.

Salesforce or HubSpot Integrated with RollWorks - needed to define your Contact List trigger.

To find your current subscription, log in to RollWorks and navigate to Settings > Billing > Plans & Usage.


Triggers available

RollWorks Workflows can be triggered using RollWorks Enhanced Contact Lists.

When a contact in your CRM meets the criteria to be added to an Enhanced Contact List, this event can be used as your trigger to fire a workflow. 

Enhanced Contact Lists allow you to join account-level and contact-level data from a variety of sources to create dynamic contact lists.

Type of Enhanced Contact Lists available Supported by Alpha?
HubSpot-based contact lists Yes
Salesforce-based contact lists Yes

With Enhanced Contact lists you can use the following data as filters to determine your trigger criteria:

Additional filters coming soon:

  • Contact Website Activity.
  • Contact Ad Activity.
  • HubSpot Contact and Company Engagements.
  • Keyword Intent.


Actions available

When a RollWorks Workflow is triggered, you will be able to action contacts in the following actions:

  • HubSpot. Click here to learn how to configure RollWorks Workflows using HubSpot Workflows as your action.
  • Marketo. Click here to learn how to configure RollWorks Workflows using the Add Contact to a List or Add Contact to a Smart Campaign actions.


RollWorks Workflows FAQ

Can my teammates access Workflows?

Workflows are shared between all RollWorks users in your instance - there are no “private” workflows.

Click here to learn how to add and manage your RollWorks users.


How quickly will contacts be processed by workflows?

Workflows run every 6 hours and can process up to 5000 contacts per run.


Can the same contact qualify for the same workflow more than once?

Currently, RollWorks Workflows does not offer the ability to have contacts qualify for the same workflow multiple times. They will enter a workflow the first time they qualify, and will not enter again in the event that the contact is dynamically removed from the list and added back to the same list.


Can the same contact qualify for different workflows simultaneously?


Can I use the same contact list as the trigger for multiple workflows?


Is there a minimum amount of contacts required to trigger a workflow?

No. An Enhanced Contact List of any size can be used as your trigger for a workflow, regardless if it has 5 or 500 contacts.


How can I see which contacts have been enrolled in a workflow, and the logs of any actions applied to them?

You can see the last 30 days of these events by downloading the 30-day report.

From the Workflows list view, you can turn individual workflows on or off, as well as edit or delete individual workflows:

If you hover over the View Log link under the Total Enrolled column, you can see how many contacts were enrolled in the workflow since its creation. You can also download a CSV file that contains a detailed log of all contacts that qualified for the trigger criteria over the last 30 days, whether the contacts successfully enrolled in the workflow or not, as well as any relevant error messages by clicking the Download 30-day Report link.

This report can be useful for troubleshooting purposes in conjunction with audit log functionality in destination platforms.


How can I see the last time a contact was enrolled in any workflow?

This functionality is not available in the Alpha at this time, however, you may be able to see more information in the destination platform of your workflows (HubSpot and Marketo).


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