Introduction to Workflows

Automation helps businesses save time by handling repetitive tasks, ensuring that important processes run smoothly without manual effort. One of the easiest ways to get started with automation in HubSpot is by setting up a workflow.

Let's walk through creating a simple workflow that automatically sends a welcome email to new subscribers.

Step 1: Accessing Workflows in HubSpot

1. Log into your HubSpot dashboard;
2. Navigate to Automations > Workflows from the main menu;
3. Click Create Workflow and choose Start from Scratch.

Step 2: Setting Up the Workflow Trigger

1. A trigger determines when the workflow starts. In this case, we want the workflow to begin when someone joins the New Subscribers list;
2. Select Contact-based workflow;
3. Click Set Enrollment Trigger and choose List Membership Changed;
4. Select New Subscribers as the list that will trigger the workflow;
5. Click Save to confirm.

📌 Now, whenever someone is added to this list, the workflow will automatically start.

Step 3: Adding an Action to the Workflow

1. Now that the workflow is triggered, we need to define what happens next;
2. Click the + button to add an action;
3. Select Send Email under Communications Actions;
4. If you already have a pre-made welcome email, select it. Otherwise, click Create New Email.

Step 4: Creating the Welcome Email

1. Give your email a name (e.g., Welcome Email);
2. Set the sender email address and make sure it’s marked as a Marketing Email;
3. Edit the Subject Line—for example: "Welcome to Our Newsletter – We're Glad You're Here!";
4. Add your email content, introducing your brand and providing next steps;
5. Customize your email footer: click Manage Footer, then Edit to add your company details;
6. Click Save Email once finished.

Step 5: Reviewing and Activating the Workflow

1. Before publishing, we need to review the workflow settings;
2. Click Review and Publish in the top-right corner;
3. Ensure the trigger is set correctly: contacts are added manually or automatically when they join New Subscribers;
4. Set the timing: choose Run at any time so the workflow works immediately when a subscriber joins;
5. Click Turn On Workflow to activate it.

🎉 Your workflow is now live! Every new subscriber will automatically receive a welcome email.

Conclusion

HubSpot workflows streamline communication and improve efficiency by automating repetitive tasks like sending emails. By setting up this simple workflow, you ensure that every new subscriber gets a warm welcome without manual intervention.