How to Create Workflow Automation Under Deals in HubSpot CRM

How to create Workflow Automation under Deals in HubSpot CRM copy

HubSpot CRM is one of the fastest-growing CRM service providers offering not only customer relationship management but its dynamic HubSpot Sales & HubSpot Marketing tools even grab more than enough attention to CRM users compared to other CRM service providers in the same segment. The most attractive fact about HubSpot CRM is its free offerings to its SaaS Marketplace including good contact management, Deal & Task Management, and its perfect interaction with social and email to track interactions with leads.

Let us dig a bit into this CRM. It’s very rare where CRMs offer automation to create tasks for its user. Tasks that work as a reminder enhance the productivity of the CRM as well as its users way more compared to a traditional CRM.

Creating Workflow Automation Under Deals in HubSpot CRM

What I’m talking about today is Workflow Automation in Deals Management of HubSpot CRM. HubSpot CRM already has a perfect task assignment process from Accounts & Contacts to Leads to Prospecting to Deals to Closed & Won.

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Benefits of Hubspot CRM compared to other service providers in the same segment:

  1. It’s available for FREE usage at all times. Though there is an upgradation plan for core HubSpot Sales & HubSpot Marketing usages.
  2. It’s available for free to an unlimited number of users. That is nowhere other service providers in the SaaS marketplace stand a match to it.
  3. Easily accessible to Small businesses or Startups.
  4. HubSpot CRM smoothly integrated with HubSpot Sales and HubSpot Marketing.
  5. HubSpot Sales & CRM both features provide users some versatile features just at NO COST.
  6. The free HubSpot Sales app also offers a limited number of calls you can place from the browser.
  7. The HubSpot Sales Pro comes with a $50 per month as an upgrade plan whereas its direct competitor in the same segment, Salesforce CRM offers pricing ranges from $75 to $300 per user/month which is way too difficult for small businesses to start with.

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HubSpot CRM, also known as the ZOHO alternative, with more than 56k+ strong user networks across 100 countries, HubSpot Stands one of the best in its category since its inception into SaaS Marketplace. You will be even more delighted to know HubSpot provides easily accessible APIs to integrate with 150 applications for Hubspot CRM including tools for

  • Data Transfer.
  • Lead Management.
  • Mobile apps.
  • Ecommerce integrations.

HubSpot offers basic marketing tools for free but to access powerful features like Marketing Automation, Landing Pages & SEO tools unless HubSpot Marketing is upgraded.

Although HubSpot free features provide access to over 1 million contacts for free, the analytics are somewhat limited. The Limited features of Hubspot Sales include:

  • Five saved email templates.
  • A Stream of up to 200 email notifications.
  • 15 minutes per user per month of VoIP calling.
  • 5 canned snippets.
  • 5 documents per account.
  • Scheduled meetings.

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The Workflow Automation applies to HubSpot Sales Hub Starter, HubSpot Professional & HubSpot Enterprise. To create deal-based automation in the workflows tool, the user should have a Professional or Enterprise subscription.

Easy Steps to Create a Deals Automation:

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  • Log In Hubspot and click on ‘Sales Starter Hub’.
  • Click on ‘Three ways to automate repetitive tasks’.
  • Click on ‘Create Workflow’ under ‘Deals Automation
  • Select an existing ‘pipeline’ from the dropdown menu, or click ‘Options’ and select ‘Create new pipeline’ to create a new sales pipeline.
  • Click the ‘Automation’ tab.
  • To automatically create a task in a specific deal stage, in the deal stage’s column, click ‘+Create workflow’.

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Creating a Taskflow When the Deal reaches ‘Schedule Appointment’.

In the right panel, click ‘Create task’ and customize the details of the task:

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  • Title: enter the task’s name. If you wish to add a deal token to the title, click the Deal token dropdown menu and select a property to add. Like here, for example, I’ve added Deal Stage and Deal Type
  • Due date: select the Immediately radio button to set it to be done now, or select At a set date to specify a date and time for the task’s deadline.
  • Email reminder: if you wish to send an email reminder to the task’s assignee, click At a set date to specify a date and time for the email sent.
  • Notes: enter a quick description of what the task entails. As I’ve added Deal Amount & Deal Last Activity Date.
  • Type: choose the task’s type from the dropdown menu: Email, Call, or To-do.
  • Associate with records: select the records that the created tasks will be associated with. Associations are related to the deal that enters the workflow.
  • Priority: click and select if the priority for this task is high.
  • Assign Task To: click the dropdown menu to select Deal’s existing owner or a Specific user.
  • Which owner?: click the dropdown menu to select to use the default Deal owner property, a custom HubSpot user property, or a specific user.

Click to Save Changes. The Task is automatically assigned to a Specific User. Click here for more information.

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Creating a Taskflow When the Deal is ‘Contract is Sent’:

In the right panel, click ‘Create task’ and customize the details of the task:

  • Title: enter the task’s name. If you wish to add a deal token to the title, click the Deal token dropdown menu and select a property to add. Like here, for example, I’ve added Deal Stage and Deal: Next Step.
  • Due date: select the Immediately radio button to set it to be done now, or select At a set date to specify a date and time for the task’s deadline.
  • Email reminder: if you wish to send an email reminder to the task’s assignee, click At a set date to specify a date and time for the email sent.
  • Notes: enter a quick description of what the task entails. As I’ve added ‘Deal: Last Activity Date’ & ‘Deal: Number of Contacts’.
  • Type: choose the task’s type from the dropdown menu: Email, Call, or To-do.
  • Associate with records: select the records that the created tasks will be associated with. Associations are related to the deal that enters the workflow.
  • Priority: click and select if the priority for this task is high.
  • Assign Task to: click the dropdown menu to select Deal’s existing owner or a Specific user.
  • Which owner?: click the dropdown menu to select to use the default Deal owner property, a custom HubSpot user property, or a specific user.

Click to Save Changes. The Task is automatically assigned to a Specific User.

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These automated workflows enable the users a greater engagement with the CRM, the more user-defined tasks for its users & effectiveness to Deal Management. These Workflow features inside Deal Management is used ‘When the deal reaches’:

  • Scheduling an Appointment.
  • Qualified to Buy.
  • Presentation Scheduled.
  • Decision Maker Brought-In
  • Contract Sent.
  • Deal Closed Won.
  • Deal Closed Lost.

If budget is a big factor in customer’s decisions, HubSpot CRM is free. Its features are reliable and lead management provides a basic pipeline to track deals and tasks. When all these features are offered for Free, a Start-Up business, as well as a mature business, should readily prefer their Customer Relationship Management tool like HubSpot.

Now, easily connect your Hubspot CRM with other line-of-business apps under one single platform to automate the business process!integrate-business-applications

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