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A glossary for using workflows in HubSpot 

Understand the building blocks of HubSpot workflows to automate tasks, nurture leads, and streamline marketing and sales processes.

Workflows in HubSpot automate tasks, streamline processes, and improve customer engagement. Below is a glossary of key terms you’ll come across when working with workflows.

A

🔹 Actions -The tasks a workflow performs, such as sending an email, assigning a lead, or updating a contact property.

🔹 Action Logs - A detailed history of every step a contact has gone through in a workflow, including completed actions, delays, and errors.

B

🔹 Branch (If/Then Logic) - A decision-making step that sends contacts down different paths based on their actions or properties, for example, whether they opened an email or clicked a link.

D

🔹 Delay- A timed pause between workflow actions, such as waiting 3 days before sending a follow-up email.

E

🔹 Email Send Action - A workflow step that automatically sends a marketing or 1:1 sales email when a contact meets specific criteria.

🔹 Enrolment History - A record of every time a contact, company, deal, or ticket has entered a workflow, showing when and why they were enrolled.

🔹 Enrolment Trigger - The rule that determines who enters a workflow, such as filling out a form, viewing a page or reaching a certain lead score.

G

🔹 Goal (Workflow Goal) - A milestone that, when met, unenrolls a contact from the workflow—for example, if a lead books a meeting, they exit the nurture sequence.

I

🔹 Internal Notification - An alert sent to a team member (via email or Slack) when a contact takes an important action, like submitting a high-intent form.

P

🔹 Property Update Action - A workflow action that updates contact, company, or deal properties based on behaviour, such as changing a lead’s lifecycle stage from “MQL” to “SQL.”

R

🔹 Re-enrolment - A setting that allows contacts to re-enter a workflow if they meet the enrolment criteria again.

🔹 Rotate Record - Automatically distributes leads or deals among team members to ensure fair assignment.

S

🔹 Suppression List - A list of contacts who are excluded from a workflow, often used to avoid sending emails to existing customers or unqualified leads.

T

🔹 Task Creation - An action that assigns a follow-up task to a sales rep, like calling a lead after they download a pricing guide.

U

🔹 Unenrolment and Removal - Rules that stop a contact from continuing in a workflow, such as if they meet the workflow goal or manually opt out.

W

🔹 Workflow - An automation tool in HubSpot that performs a series of actions based on triggers, helping teams manage lead nurturing, deal progression, internal notifications, and more.