How to set up a simple workflow automation on HubSpot

Setting up a simple workflow automation in HubSpot allows you to automatically assign leads, update properties, or trigger actions when specific criteria are met. Follow these step-by-step instructions to create a basic contact-based workflow using filter criteria.

1. Go to Workflows

Log in to your HubSpot account.
Click Automation in the top navigation bar.
Select Workflows.

2. Create a New Workflow

Click Create workflow.
Select From scratch.
Choose Contact-based as the record type (if prompted).

3. Select “Met filter criteria”

On the Choose a trigger screen, click Met filter criteria.
Ensure Contact is selected as the record type.

4. Choose the Correct Filter Category

In the Add criteria dialogue box, check that under Filtering on, it says Contact (Current Object).
Under Step 1: Select a filter category, search for and select:
- Contact properties
- (If not visible, look for Contact information or a similar contact property category depending on your portal.)

5. Set the Enrollment Condition

After selecting the filter category, search for the property you want to use (for example, Lifecycle stage).
Click the relevant property.
Choose the appropriate condition (e.g., is any of, is equal to, etc.).
Select the required value (e.g., Lead).
Click Next.
Click Save and continue.

You should now see your trigger displayed (for example: Lifecycle stage is any of Lead).

6. Add an Automation Action

You will now see a central box that says Configuring.
In the left sidebar under Browse all actions, use the search bar.
Search for the action you want to automate, such as:
- Rotate record to owner (for round-robin assignment)
- Set property value
- Create task
- Send email
Select the action.
Configure the required fields (e.g., choose users, select a property, choose a value).
Click Save.

7. Review and Turn on the Workflow

Click Review and turn on in the top right corner.
Review your enrollment trigger and action.
Choose whether to enroll existing contacts (optional).
Click Next to review each step.
Click Turn on workflow.

What is HubSpot

HubSpot is a cloud-based CRM platform designed to help businesses manage marketing, sales, customer service, and operations in one central system. It allows teams to store contact data, track interactions, manage deals, and automate repetitive processes through built-in tools. One of HubSpot’s most powerful features is workflow automation, which enables users to trigger actions based on specific criteria, such as contact properties, form submissions, or lifecycle stages. Workflows help businesses streamline processes like lead nurturing, follow-ups, internal notifications, and task assignments. Because HubSpot is user-friendly and highly visual, even beginners can create simple automations without technical knowledge. Whether you’re assigning leads, sending emails, or updating records automatically, workflows help reduce manual work and improve efficiency across teams.

Benefits of using HubSpot to set up workflow automation

Using HubSpot workflows to automate tasks saves time, improves consistency, and ensures leads are handled correctly. Instead of manually updating records or assigning contacts, automation keeps your CRM organised and responsive.

1. Saves Time and Reduces Manual Work

Workflow automation eliminates repetitive manual tasks such as assigning leads, updating lifecycle stages, or sending follow-up emails. Instead of relying on team members to complete these tasks individually, HubSpot performs them automatically when criteria are met. This frees up valuable time for higher-impact activities like closing deals and building relationships.

2. Improves Lead Management Accuracy

Automated workflows reduce the risk of human error. Leads are assigned immediately when they meet specific conditions, ensuring no contact is missed or delayed. This is particularly important for fast-moving sales teams, where response time can significantly impact conversion rates and overall performance.

3. Creates a Scalable Sales Process

As your contact database grows, manual processes become harder to manage. Workflow automation allows your sales and marketing operations to scale without increasing administrative workload. Whether you’re handling dozens or thousands of leads, HubSpot ensures processes remain structured, consistent, and efficient.