Launch RollWorks Workflows using HubSpot actions

A RollWorks Workflow is an automated sequence of steps defined in RollWorks that takes action on contacts across external platforms. Click here to learn how this feature helps you automate your GTM strategy. RollWorks Workflows are configured using two elements:

  • A Trigger: A set of criteria that defines when a workflow executes.
  • An Action: Operations that can be performed on the contacts that enter a workflow. Today, the only action available is Enroll in HubSpot Workflow, which allows you to perform many different automation tasks within HubSpot such as engaging contacts via email. Learn more about HubSpot workflows in the HubSpot Knowledge Base

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  Workflow actions do not create new contacts in HubSpot

Please note that this workflow action does not create new contact records in HubSpot. RollWorks matches the email address of the contacts meeting the trigger condition to the corresponding HubSpot contact record. If the email is not associated with a contact record in HubSpot, the RollWorks workflow will log an error for that email address in the 30-day Report.

 

Who can access

Access to Workflows depends on your RollWorks subscription package:

Your RollWorks Package Workflows
Standard Advertising Not included
Advanced Advertising Not included
ABM Included
ABM with Advanced Advertising Included
Starter (Legacy) Included
Standard (Legacy) Included
Professional (Legacy) Included
Ultimate (Legacy) Included
Free Tier Not included

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

 

Before you start

Before you launch a RollWorks Workflow the following is required:

  • A HubSpot subscription that supports workflows (Professional or higher).
  • Create at least one contact-based workflow in HubSpot. Learn more here.

 

Initial Setup: Authenticate HubSpot 

  • If you have not previously connected your HubSpot account to RollWorks, go through the instructions in this article to connect them. Following these instructions will automatically grant access to RollWorks to your HubSpot Workflows.
  • If you have previously connected your HubSpot account to RollWorks, you may need to take an additional step to grant access to RollWorks to your HubSpot Workflows. Click the Grant Access in HubSpot button shown below on the HubSpot settings page:

 

Create a RollWorks Workflow

Step 1.  Create a New Workflow

Log in to RollWorks and go to the Workflows section, which is accessible via the main navigation menu.

Click the Create Workflow button in the upper-right corner.

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Start from scratch or use one of the available templates.

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To learn more about each of the available templates you can go to this article.

 

Step 2. Select the Trigger

Click Select Trigger and choose one of the two options:

  • Custom Criteria to set your criteria
  • List Membership  to use your already existing Enhanced Contact List

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Click Apply

 

Step 3. Select the Action

Select Enroll Contact In Workflow action under the HubSpot heading in the Action menu that appears, and click Apply. 

Select an existing HubSpot Workflow in the Action menu that appears, and click Apply.

 Good to know when selecting your HubSpot Workflow

You must select a workflow that is set to ON in HubSpot. If your HubSpot workflow is set to OFF you will be able to select it in the dropdown, but no action will be triggered. Login to HubSpot to ensure the HubSpot workflow you are using is set to ON.

Select a HubSpot workflow that does not have a trigger already defined in HubSpot, since RollWorks will act as the trigger. This will make it easier to follow the source of contacts enrolling in your HubSpot Workflow.

 

Step 4. Configure Enrollment Settings & Turn Workflow On

Click Next in the upper right if everything looks good with your workflow. This will take you to the Settings panel.

Under Settings configure the following:

  1. Enter a Workflow Name. We recommend giving your workflow a descriptive name that summarizes who it is targeting and what actions it will be triggering.
  2. Under Existing Contacts Enrollment, you can define whether you want the contacts that currently match the trigger criteria to be enrolled in the workflow, or whether you want to exclude them from the workflow. 
    • It can be helpful to choose the No option when creating a workflow that triggers alerts, so that the creation of the workflow does not initially trigger a large number of alerts.
    • If you do choose the No option, note that those contacts will not be eligible to enroll in the workflow, even if they meet the trigger criteria again at a later time.
    • RollWorks does not yet support customizing this capability when editing an existing workflow to trigger off of a different contact list. All contacts from the newly selected list will be enrolled in the workflow.
    • You may also preview the contacts that currently meet the trigger criteria:

Under re-enrollment, you can define whether you want the contacts that meet the trigger conditions to never be able to re-enter the workflow or to be able to re-enter the workflow every user-specified number of days.

Review your Settings and when you are confident they are correct, click the Turn Workflow On button in the upper right to save your workflow and immediately activate it. You will be redirected to the Workflows list view.

 Turn on and save your workflow

RollWorks does not yet offer the ability to save your workflow without turning it on. However, you do have the option of turning the workflow off once it has been created. 

After clicking Turn Workflow On, if you have opted to enroll existing contacts they will be enrolled immediately into the workflow. If your contact list is larger than 5,000 contacts, your list will be processed in batches of 5,000 every 6 hours.

Additionally, the workflow will check for new contacts that meet the contact list criteria every 6 hours and enroll those new contacts into the workflow.

 

Re-enrollment

Under re-enrollment, you can define whether you want the contacts that meet the trigger conditions to never be able to re-enter the workflow or to be able to re-enter the workflow every user-specified number of days.

Please note that this currently applies to all contacts who meet the trigger criteria at the time of the creation of the workflow, even If you select No, only enroll contacts who meet the trigger criteria after turning on. In that case, those contacts will be excluded from the initial run of the workflow as well as all future runs.


Manage existing Workflows

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

 

Edit a workflow

To edit existing workflows, click the Edit option in the dropdown menu next to each individual workflow. When saving an existing workflow, it will maintain its existing status (Off workflows will remain Off; On workflows will remain On).

 

View which contacts are enrolled in a workflow

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.

 

Best Practices

  • We recommend creating HubSpot workflows with no trigger. These workflows can still be triggered via integration. 
  • If you want to use existing HubSpot workflows, we recommend cloning those workflows and removing the trigger. While this step is not required, it may be more difficult to diagnose what is happening with your workflow if contacts can enter via both RollWorks workflows and the criteria you have set up in the HubSpot workflow.
  • To test out the volume of contacts getting enrolled into your RollWorks workflow, consider creating a test workflow in HubSpot that does not send out external communications. Eg. creating a workflow that assigns a task to yourself or adds contacts to a static list in HubSpot. 
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