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Choose your workflow actions

Updated

After creating your workflow and setting enrollment triggers, choose actions to add to your workflow. Actions are functions that the workflow will execute for enrolled records. 

For example, you can add actions to send emails, create new records, manage your contacts' subscriptions, and more. You can also use workflow actions from connected apps. 

Many workflow actions, such as Create task and Send email, can be saved without setting details. You can add your actions first as placeholders. Then, fill out your placeholder actions before turning the workflow on. Learn more about placeholder actions.

Please note: the actions available to you depend on your subscription. Locked actions locked require an account upgrade to use.

Delay

Use delays to add a pause between actions in your workflow. Learn more about using delays with your workflows.

Action  What the action does

Calendar date

Delay enrolled records until a specific date. Use this delay when you want an action to execute only on a specific date. 

Date property

Delay enrolled records until a specific date in a date property. Use this delay when you want an action to execute only on the date based on a specific date property. 

Event occurrence

Delay enrolled records until a specified event occurs. For example, you can delay a contact until they visit a page or fill out a form. 

Set amount of time

Delay enrolled records for a specific amount of days, hours, and minutes. Enrolled records will wait in the delay before they move to the net action. For example, when a contact submits a form, you can set a one-day delay before sending an automated marketing email. 

If you have a Center on a date or Center on a date property contact-based workflow, delays are relative to the selected date or date property instead. Learn how to schedule actions in a contact-based workflow to execute at a specific date and time.

Days of week

Delay enrolled records until a specific day of the week.

Time of day

Delay enrolled records until a specific time of day. For example, if you're using a workflow to send a series of promotional emails, you might want certain emails to only go out on Tuesdays. You can add a delay just before the Send email action to pause delayed contacts until Tuesday.

Branches

Use branches to direct your enrolled record down specific workflow paths based on set criteria. Learn more about using branches in your workflows.

Action What the action does

Based on single property value (Value equals)

 Use this type of branch to send enrolled records down paths based on properties and the outcomes of previous actions.

This type of branch cannot be configured with AND and OR criteria. Each branch can create up to 250 unique branches for a single property.

Based on matching filter criteria (If/then)

 Direct enrolled records down a certain path based on filter criteria. You can use AND and OR criteria when setting up this type of branch. 

Based on a single action outcome (value equals)

 Direct enrolled records down a certain path depending on the status of an action from earlier on in the workflow. For example, branch on the Delay status of a Delay until date action to separate records who entered the delay before and after the defined date.

Based on random percentage (random split) (Marketing Hub Professional and Enterprise only)

 Randomly split enrolled records into evenly sized groups for workflow experimentation. 

Go to workflow

Enroll the record in the current workflow into another active workflow. You can only enroll a record in a workflow of the same type. For example, deals can only be enrolled in deal-based workflows.

If the record is already enrolled in the selected workflow, they won't be re-enrolled. Instead, you'll see an error in your workflow history. The record will then proceed to the next step of the workflow. 

 

Go to action

Connect if/then branches with this action. This streamlines your workflow building process by consolidating if/then branches.

Go to other action actions can only be added within if/then branches, and you can only select actions in other if/then branches. This prevents workflow loops. Actions that are not available for selection will be greyed out.

Learn more about using the Go to other action action.

Communications


Action What the action does

Enroll in a sequence (Sales Hub and  Service Hub Enterprise only)

 Automatically enroll contacts in a sequence. You can select a specific sequence, along with the sender and sender's email address. Only users with a paid Sales Hub or Service Hub Enterprise seat can be selected as the sequence sender.

Learn more about automating sequence enrollment using workflows.

Send Email (Marketing Hub and Service Hub Professional and Enterprise only)

 Send marketing emails that have been saved for automation to contacts associated with the enrolled record. You can select from existing automated marketing emails, or create a new automated marketing email by clicking + Create new email.

When using this action, please note the following: 

Service Hub Professional and Enterprise users can use this action to send automated emails when a ticket is received or closed. Learn how to send an email when a ticket is received or closed.

Please note: if you have access to Service Hub Starter and Sales Hub Professional+ or Marketing Hub Starter+ you will see emails in the Send email action section in the Workflows tool. However, these emails are not available to use and the action can only be used to send automated emails when a ticket is received or closed.

Send in-app notification

 Send an in-app notification to specified teams or users. The notification will appear in both the CRMSpot notification center and in the CRMSpot app as a notification. 

When specifying a team, only primary members will receive notifications, extra team members will not receive any team notifications. 

Send an internal email notification

 Send an internal email to specific users, teams, or owners. This type of email notification has similar formatting options to other rich text editors across CRMSpot. You can set and format text, insert images, and use tokens based on the type of workflow (i.e., contact-based workflows can use contact tokens). 

  • In contact-based workflows, this action is different from the Send internal marketing email action, because you cannot select from existing automated emails. The internal email notification must be created from within the workflow editor.
  • When specifying a team, only primary members will receive notifications, extra team members will not receive any team notifications. 

Send internal marketing emails (Marketing Hub Professional and Enterprise only)

 Send an automated email to specified email addresses, or a contact property that stores an email address, including any custom properties.

  • This action differs from the Send internal email action because you can select existing automated emails.
  • This action is only available in contact-based workflows.

Send WhatsApp message 
(Marketing Hub and Service Hub Professional and Enterprise only)

Automatically send WhatsApp messages to a contact's Whatsapp phone number. Contacts must have a valid number in the default property and be opted in to receive WhatsApp messages. 

Learn more about connecting a WhatsApp channel to the conversations inbox.

Unenroll from sequence (Sales Hub and Service Hub Enterprise only)

Automatically unenroll contacts from the sequence they're currently enrolled in.

Learn more about automating sequence unenrollment using workflows.

Assign conversation owner in a workflow (Services Hub and Operations Hub Professional  or Enterprise only)

Automatically change the inbox and ownership assignment for a conversation.

Learn more about automatically assigning a conversation owner in a workflow.

CRM

Use these actions to create, update and manage the properties of enrolled records. You can use property management actions for records that are available for your subscription:

  • Contact, company, and deal properties can be managed in all products and plans that include workflows. 
  • Quote properties can only be managed in Sales Hub Enterprise accounts.
  • Lead properties can only be managed in Sales Hub Professional and Enterprise accounts.
  • Ticket and feedback submission properties can only be managed in Service Hub Professional and Enterprise accounts.
  • Custom object properties can only be managed in Enterprise accounts.
  • In conversation-based workflows, you can only manage properties of contacts associated with the conversation. Conversation properties are automatically set by CRMSpot and cannot be edited.
  • Email subscription status and Marketing contact status can only be set in contact-based workflows. 

If a property has been restricted:

  • When creating a new workflow, users who have no access or with View only permissions cannot add workflow actions that affect property values in new workflows.
    • When setting up these actions, the property will be greyed out. For example, these users will not be able to use the Clear property value action.
    • The property can still be used in enrollment triggers or other actions such as if/then branches.
  • If an existing workflow references the restricted property:
    • Users with View only permissions cannot edit the workflow. This includes enrollment triggers and other workflow actions. The workflow will display in view-only.
    • Users with no access to the properties will not be able to access the workflows.
Action What the action does

Edit records 

 Set, edit, copy, and clear property values. This can be a property in the enrolled record, or a property in an associated record. Learn more about editing records with workflows. 

This action can also be used to copy values from previous workflow actions. For example, if a workflow includes an Add to Zoom webinar action, you can copy the resulting Zoom webinar link into a custom contact property. Learn more about adding contacts to a Zoom webinar using workflows.

When using this action, please note the following: 
  • When using this action, ensure your source and target properties have compatible property types. Learn more about compatible source and target property types for copying property values.
  • When copying between two multiple checkbox properties, you can select one of the following options:
    • Append to current value(s): adds the selected values to any of the record's existing values. Select this option if you want your records to keep any values currently in the property.
    • Replace current value(s): sets the property for each record to the selected values. Select this option if you want to overwrite a record's existing values in the property.
  • To use this action in a Custom object-based workflow, only objects that have an association created with the primary custom object will appear in the dropdown menu.

Create record

 Automatically create new records. You can create records for the following object types:
  • Contacts
  • Companies
  • Deals
  • Tickets (Service Hub Professional and Enterprise only) 
  • Leads (Sales Hub Professional and Enterprise only) 
  • Custom objects (Enterprise only)

Learn more about creating records with workflows.

Create Salesforce task

 Create a customized Salesforce task associated with the enrolled contact. The contact owner or integration user will receive a task in Salesforce an assigned contact is enrolled in the workflow. This action is only available in contact-based workflows.

Create task

 Automatically create new tasks.

Delete contact

 Automatically delete enrolled contacts. For example, you can set up a workflow to enroll and delete inactive contacts in bulk. 

This action is only available in contact-based workflows. Contacts can be restored within 90 days of deletion, learn how to restore deleted contacts. 

Increase or decrease property value

 Increase or decrease the value in a Number type property of the enrolled record. For example, you can increase the value of a custom number property, Orders bought, for every enrolled company.

Manage communication subscription

Set the subscription status of the enrolled contact. You can set the subscription status for a specific channel, subscription type, the lawful basis for communicating with the contact, and the explanation for this communication consent. This action is only available in contact-based workflows.

Learn more about setting subscription types.

Rotate record to owner (Sales Hub and Service Hub Professional and Enterprise only)

 Assign the enrolled records to users equally within a selected team or between specified users. This action is only compatible with activated, paid users. When using this action, please note the following: 
  • If the CRMSpot owner property syncs to Salesforce, the action may not work as expected. Salesforce may try to update CRMSpot with the previous owner even after CRMSpot clears ownership.
  • If you want to reassign records that already have owners, select the Overwrite if [object] has an existing owner checkbox
  • If you select to rotate between a team, only primary team members will be considered by the workflow. Records will not be rotated to additional team members.
  • If you add or remove owners from the action after your workflow has been turned on, the assignments counts for that action will reset and the random assignments will start again. Newly enrolled records will be rotated to all of the selected owners or team members evenly, regardless of the rotation assignment counts for previously enrolled records.
  • CRMSpot will only allow one object to be rotated at a time in order to ensure fairness in distribution. If multiple objects are in the rotate object action at the same time, only one will be allowed through while the others retry. This can result in objects taking longer to move through this action.

Set Salesforce campaign

 Set a Salesforce campaign for the enrolled contact. This action is only available in contact-based workflows.

Marketing

Action What the action does

Add to ads audience (Marketing Hub Professional and Enterprise)

 Add contacts to a new or existing ads audience. When selecting an existing audience, you can only choose an audience that was created in the workflows tool.

Add to static list (Marketing Hub Professional and Enterprise)

 Add enrolled contacts or companies to a static list.

Remove from ads audience (Marketing Hub Professional and Enterprise)

 Remove contact from an ads audience. You can only choose from audiences that were created in the workflows tool.

Remove from static list (Marketing Hub Professional and Enterprise)

 Remove enrolled contacts or companies from a static list.

Set marketing contact status

 Set the marketing contact status of the enrolled contact. Contacts can be set as marketing at any time, but will only update to non-marketing on the first of the following month or on your renewal date - whichever comes first. This action is only available in contact-based workflows.

Data ops

Action What the action does

Custom code (Operations Hub Professional and Enterprise only)

 Write and execute JavaScript in your workflow. You can extend workflow functionality within and outside of CRMSpot with custom code actions.

Learn more about using custom code actions, and view examples of custom code actions in CRMSpot's Programmable Automation Use Case catalog.

Format data (Operations Hub Professional and Enterprise only)

Automatically format and maintain your CRM data. For example, you can use this action to capitalize contact or company names, calculate values, or structure your date properties.

Keep in mind that using this action on its own will not update a property for the enrolled record. You'll need to use this action in combination with the Set property value or Copy property value actions to update the properties of enrolled records.

Learn more about formatting data with workflows.

Send a webhook (Operations Hub Professional and Enterprise only)

 Trigger a webhook to an external application. This allows your workflow to communicate with this external application. For example, webhooks can send a CRMSpot company's information (formatted in JSON) to an external CRM.

Learn more about triggering webhooks.

Connected apps

When you connect an app to your CRMSpot account, the app may include workflow actions. When a connected app provides workflow actions, those actions will be listed under the name of the integration.

CRMSpot supports certain integration actions such as sending a Slack notification or adding data to Google Sheets. Integration partners can also create extension actions that interact with their application.

 

Action What the action does

Add contacts to a Zoom Webinar 

 Add contacts as registrants to a Zoom webinar. In the Webinar field, enter the Zoom webinar ID you'd like to register contacts to or use a personalization token containing a webinar ID. Webinar IDs cannot contain hyphens or spaces. Learn more about syncing data from Zoom webinars to CRMSpot. 

CRMSpot's integration with Zoom only accepts and syncs with three required fields in the Zoom registration link: First name, Last name and Email. If the registration link requires any other fields, the registration action will fail.

Send Slack notification

 Send a Slack notification to your integrated Slack workspace. Learn more about sending slack notifications through workflows.

Create a Slack channel 

 Create a Slack channel from within CRMSpot. When the channel is created it will display on the associated Company or Deal record. The card will note that the channel was created by a workflow. This action is only available in company and deal-based workflows.

When using this action, please note the following: 
  • When setting up the Channel Name, you can specify the channel name or use a personalization token. Channel names must be 80 characters or less, and can only contain lowercase letters, numbers, hyphens, and underscores.
  • When setting up the Channel Visibility, you can specify the channel name or use a personalization token. You can select whether the created channel will be public or private. A private channel will only be visible to the user who owns the enrolled record.
  • The record you are enrolling in the workflow must have an owner. If a company or deal record does not have an owner the channel will not be created.
  • By default, the record owner will be invited to the channel.

Create an Asana task 

 Create an Asana task from within CRMSpot. Learn more about creating Asana tasks through workflows. 

Create a Trello Card 

 Create a Trello card from within CRMSpot. Learn more about creating Trello cards with workflows.

Set a Salesforce task

 Set a customized Salesforce task associated with the enrolled contact. The contact owner or integration user will receive a task in Salesforce an assigned contact is enrolled in the workflow. This action is only available in contact-based workflows. 

Set a Salesforce campaign

 Set a Salesforce campaign for the enrolled contact. This action is only available in contact-based workflows. 

Create a NetSuite sales order

 Create a NetSuite sales order for an enrolled deal record, this action is only available in deal-based workflows.

Learn more about creating NetSuite sales orders through deal-based workflows.

 

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