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Below is an advanced HubSpot workflow example that is designed for specific organizations and specific tasks. It will give you a general idea of how to enroll contacts into a workflow and what steps to execute. It is important to understand that advanced workflow does require that your HubSpot data is well maintained and lifecycle processes are aligned with your sales and marketing processes.


Please watch the short video to understand before attempting this workflow

 

HubSpot Worflow for Lifecycle Stage Process

 

Please note: while sales professional users have access to workflows, the examples below require a marketing professional or enterprise subscription.

Generate SQL Appointments

This workflow example we call "Generate SQL Appointments for Sales Team" is used to maximize the conversion rate for appointments for your sales team. The workflow objectives are;

  • Create appointments for the sales teams by emailing to all SQL contacts an initial offer
  • Create a task for the sales team to make a follow-up call to all contacts who click on the offer link, but did not sign-up to the initial offer
  • 2nd Attempt – Resend initial offer email to all contacts that did not open initial offer email
  • Create a task for the sales team to make a follow-up call to all contacts who clicked the initial offer, but did not sign-up to the initial offer for the 2nd attempt
  • Place all contacts that opened the emails, but did not click on any link into another workflow for further lead nurturing 

Step 1 - Create Your Automate Emails

workflow-autoamte-email-hubSpot

We recommend two emails. First is the initial offer to the landing page, then a second email will be sent 7 days later to everyone who did open the first email.

Pro Tips: Use the same text body for both emails and change the email subject line for the second email (i.e. did you miss this?)

 

Step 2 - Create Your Lists

workflow-1

Create a static list "D-SQL Offer October - Static List" of the all SQL contacts that you will send the email offer. Normally, this will be all contacts in your SQL Contacts smart list. (Our example is "D - SQL Contacts" or you can use any group of contacts you like).

Ensure you have a smart list that will successfully track contacts who engage with your sales team. (In our example we are using the smart list called 'D - Opportunities & Customers - Exit WK' that tracks when a contact becomes an opportunity or customer).

 

Step 3 - Create Your Workflow

SQL Example   Offer  Turn Off 30 Nov    HubSpot

  1. Create the workflow using a name that is easy to remember. We recommend adding the end date to the workflow name. This will make it easy to remember that you have to turn-off the workflow after your campaign is finished.
  2. Set the Enrolment Triggers to "contacts is a member of 'D-SQL Offer October - Static List'"
  3. Select the "enroll Existing Contacts" to enroll all contacts in your static list.

Step 4 - Add Delay 

SQL Example send initial email with delay HubSpot

  1. (Optional) We recommend you use a Delay Action to send the email at the right time. Remember, when you turn-on the workflow, start immediately. So, if you want to send an email on Tuesday, you are going to start the workflow on Monday and add a delay action of 1 day.
  2. Add Send Email Action and select the first email for the initial offer.

Step 5 - Delay 3 Days and If/Then Branch

SQL Example   Offer  if then action

  1. Create a delay action and set for 3 days.
  2. Create an if/then branch and select condition marketing email activity/contact click a link in email/on any link. (See image below)

SQL Example   set if then condition

 

Step 6 - Set Task to Sales Team to Call

SQL Example   if-then yes-no action

  • No Branch - create delay action for 4 days.
  • Yes Branch - Create a task for the sales team to make a follow up call to contact. See image below an example to creating a task for the sales team.

 

Create tasj for sales team

Step 7 - Second Attempt To Reach Contact Who Did Not Open Email

 

SQL Example   2nd attempt
 
  1. Create a delay action for 4 days (we recommend you send 2nd email at least 7+ days after the first email)
  2. Create If/Then Branch: Contact received "SQL Example - Initial Offer" but did not open it.
    1. No Action - End workflow
    2. Yes Action - Send your 2nd automated email called "SQL Example - Missed Offer"

Step 8 - Delay 3 Days and If/Then Branch

SQL Example   create task for sales team again

  1. Create a delay action and set for 3 days.
  2. Create an if/then branch and select condition marketing email activity/contact clicked a link in email/on any link.
    1. No Branch - see next step
    2. Yes Branch - Create a task for the sales team to make a follow up call to contact. See image below for an example on creating a task for the sales team.

 


Step 9 - Re-enrol all Open Emails into the Next Workflow 

SQL Example   enroll into 2nd worflow lead nurturing HubSpot

 

  1. Create if-then Branch: Contact opened "SQL Example - Missed offer" but did not click on a link OR contact opened "SQL Example - Initial Offer but did not click on a link.
    1. No Action - End workflow
    2. Yes Action - Create action "Enroll into Workflow" and assign to nurturing workflow. (i.e. SQL - Nurture - Case Studies)

 

Step 10 - Check Workflow Settings

SQL Example workflow setting 1 HubSpot

 

  • Check the Workflow settings. We recommend changing the setting to only send emails on working days (Monday to Friday) and set the time to your office hours (i.e. 9:00am to 2:00pm).

 

SQL Example workflow setting 2 HubSpot

 

  • Ensure you select suppression for the workflow so that any contact that engages with your sales team are un-enroll from the workflow and do not receive any further emails.

That's it! Remember to test your workflow before turning it on. Check out How to Test Your Workflow article here. 

 

I am very excited about working with you in the future. I am kicking myself I did not find you earlier.
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