Set your workflow enrollment triggers

Written by Ohad Peter | Jan 2, 2024 1:21:28 PM

Automate workflow enrollment by setting triggers when records meet specific criteria or complete an event. Different enrollment triggers are available based on the type of workflow.

Enrollment triggers can be divided into two types:

When an event occurs - objects will enroll when an event has happened. When a form is submitted, for example. Find out more about event triggers.
When filter criteria is met - objects will enroll when a criteria is true. Do [X] action when a contact's city is Dublin, for example.

Before you get started

Here are some important points to keep in mind:

A workflow's enrollment triggers can have up to 250 filters.
Records are automatically enrolled in workflows when they meet workflow enrollment triggers or are manually enrolled. Learn how to use re-enrollment triggers to allow records to re-enroll in your workflows.
Enrollment triggers aren't needed if you're manually enrolling records in a workflow or enrolling records through another workflow's Enroll in another workflow action.
Contacts can be enrolled in a workflow from a chatflow. This is considered a manual enrollment.
In order to refine your enrollment trigger by adding a refine by criteria, only one refine by criteria can be added. For example, you cannot refine a page view enrollment trigger by both date and number of times viewed.
Some enrollment triggers can depend on your user permissions. Similarly, if your user account does not have Forms permission, the Form submission enrollment trigger will not appear.
A workflow can be triggered by filtering criteria or by events. Learn more about event-based enrollment triggers.
Whether a visitor accesses a file as a download or a URL, the file will not count toward page view metrics and cannot be used as a filter.

The following workflow enrollment exceptions should also be noted:

Enrollment triggers can only be used in Marketing Hub Professional or Enterprise accounts.
Quote-based enrollment triggers are only available to Sales Hub Professional and Enterprise accounts.

Common workflow enrollment triggers

Workflow type	Enrollment trigger	Details
All workflow types	Property values	Record enrollments are based on the property values of the records or their associated records. Learn more about managing your properties. There are different object properties available for enrollment triggers depending on the workflow object. Because quotes are associated with deals and subscriptions, you can enroll quotes using deal, quote, or subscription properties. Number field types can be blank or zero, and different trigger criteria can include or exclude certain records. Records with associations that have since been removed will have a 0 value for the associated object property. There will be no data for the associated object property for records that have never had associations. By default, company, deal, quote, ticket, subscription, and custom object-based workflows will exclude records with no data. To include these records, select the Include records where number of [property name] is empty checkbox.
Contacts, Companies, Deals, Tickets, and Custom objects	Association labels	If you've associated multiple companies with your records and you've labeled these associations, You can further filter your enrollments based on the labels associated with these associations. For example, Consider enrolling only companies associated with contacts who are in the Opportunity stage of the Lifecycle rather than all companies associated with contacts. Filter companies associated with contacts based on specific [association labels] that meet the same criteria. Learn more about using association labels as enrollment triggers and in other workflow actions.
Contacts, Companies, Deals, Tickets, Quotes, and Custom objects	Activities	Enroll records in a workflow based on associated activities and engagements logged to records in HubSpot such as: meetings conversations tasks notes one-to-one emails phone calls Activities cannot be used as re-enrollment triggers. Learn more about using activity properties in a filter.
Contacts, Companies, Deals, Tickets, Quotes	Tracked terms	Enroll records in a workflow based on specific tracked terms detected in a call transcript: In contact-based workflows, you can find theTracked terms option under Activity properties. In company, deal, ticket, and quote-based workflows, you can find Tracked terms under Engagement.
Contacts, Deals, Subscriptions, and Payments	Line items	Records are enrolled based on associated line items. Using a filter of Discount % is greater than 10, for example, you can enroll deals based on this filter. Records with an associated line item that is discounted more than 10% could be enrolled in the workflow. Line items cannot be used as re-enrollment triggers.
Companies, Deals, Quotes, Subscriptions, and Payments	Subscriptions	Records are enrolled based on subscriptions associated with them. When a buyer uses the payments tool to make recurring payments, a subscription is created and associated with the record. For example, you can set up a workflow to enroll records based on a filter of Recurring billing frequency is equal to monthly. This workflow can then be used to send upcoming payment reminder emails to customers that are subscribed to monthly recurring products.
Companies, Deals, Quotes, Subscriptions, and Payments	Payments	Enroll records based on payment information when a payment is made on a payment link or quote using the payments tool. You can, for example, set up a workflow to enroll records when the Payment status is successful. A confirmation email can then be sent to customers who have successfully made a payment using this workflow.
Feedback submissions	Feedback submission data	Enroll feedback submissions based on feedback submission properties such as the Feedback sentiment, Survey Name, and more. A feedback submission can also be enrolled based on the contact and ticket information associated with it.
Conversations	Conversation data	Among other conversation properties, you can enroll conversations based on the first agent response time, the last message received date, and more. Conversations can also be enrolled based on associated contact and ticket information.
Contacts and Companies	List membership	Enroll records when they join an active or static list. When a record meets the list's criteria, it will become a member of the list and enroll in the workflow. It is only possible to enroll workflows based on lists of the same type as the workflow. The only way to enroll in contact-based workflows is by using contact lists.
Contacts	Privacy consent	Enroll contacts with a specific cookie consent status. This value is obtained when a contact visits your website, and accepts, rejects, or revokes cookies through your cookie policy banner.
Contacts	Form submissions	Enroll contacts in your workflow based on the forms they submit on HubSpot pages. This can be further refined by date or number of times the contact submitted a form. This trigger will also apply to contacts that enter their email address to view a document.
Contacts	Marketing email activity	Enroll contacts based on their marketing email activity, such as clicks, opens, bounces, and unsubscribes. Marketing email activity can only be used as a trigger if the email has already been sent.
Contacts	Email subscriptions	Enroll contacts based on their email subscription statuses. Learn more about how subscriptions work and how you can manage your contacts' subscriptions.
Contacts	Import	Enroll contacts based on the import they were part of when added to HubSpot.
Contacts	Page views	Contacts who have visited specific pages can be enrolled, and this can be further refined by date or number of visits. Learn more about using page views as filters.
Contacts	Behavioral events	Enroll contacts that have completed or not completed an event. If the option Contact has completed is selected, the filter can be refined by date or number of times the event is completed. The filter cannot be refined if the option Contact has not completed is selected. This enrollment trigger is only available for HubSpot accounts with legacy behavioral events. Events created in the updated custom behavioral events tool, such as manually tracked behavioral events, will not appear in this trigger.
Contacts	Workflows	Enroll contacts in this or any other workflow in your account that are active, have completed, met a workflow goal, etc.
Contacts	Call-to-Action	Enroll contacts that have seen, not seen, clicked, or not clicked on a specific call-to-action. Contacts can be further refined by the date or number of times they interacted with the CTA.
Contacts	Google Ad, Facebook Ad, or LinkedIn Ad property	HubSpot lets you enroll contacts based on their corresponding Google, Facebook, or LinkedIn ad properties. For example, you can enroll contacts with a Google Ads ad click ID property value of is known.

Trigger workflows from webhooks (Operations Hub Professional and Enterprise only)

To trigger a workflow from a webhook:

Navigate to Automation > Workflows in your HubSpot account.
Click the name of an existing workflow or create a new workflow.
Click Set up triggers in the enrollment trigger box.
In the left panel, under Advanced options, click From a webhook.

Click + Create a webhook event. Up to 10 unique webhook events can be created.
Add a Webhook event name. Click Next to continue.
Copy the Webhook URL and paste it in the webhook settings page of the app you want to integrate with.

Send a test event.
In the Review your test event section, review the webhook event and make edits as necessary. Click Next to continue.
Your webhook properties should be mapped as follows:
- Edit the HubSpot property label as necessary.
- Click the Data type dropdown menu to select a data type for each property label.
- To remove a property label, click the Delete icon.

Click Next.
Match your enrollment property by selecting a property from your third-party webhook that's an exact match for one of your HubSpot custom properties. The custom property must have Require unique values for the property checkbox selected. Or, create a new property with a unique value required. Then, click Next.
Click Continue to trigger setup. To use the webhook as an enrollment trigger, click the name of the webhook in the left panel. Then, click Save.

Troubleshoot workflow enrollment

To view why an object was enrolled in a workflow:

Navigate to Automation > Workflows in your HubSpot account.
Hover over the name of the workflow and click More > View details.

Navigate to the Enrollment history tab.
Hover over an event and click Diagnose.

In the right panel, view the details of that object's enrollment.

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