Managing workflows and lists in HubSpot can become overwhelming, especially when your portal grows and you find yourself lost in a sea of folders and workflows. In this post, we’ll explore a revolutionary method to streamline your HubSpot organization using Workflow Creation Forms instead of traditional folders. This approach will not only save you time but also enhance your efficiency. Let’s dive in!
Many HubSpot users rely on folders to organize their workflows. While folders seem like a straightforward solution, they can quickly become a source of chaos. As you create more workflows, it’s easy to forget which folder to place them in or to find that multiple workflows end up in the same folder.
When you’re managing a lot of workflows, the last thing you want is to waste time searching through countless folders. Folders can lead to disorganization, making it difficult to find the workflows you need when you need them. So, what’s the alternative? Let’s introduce the concept of Workflow Creation Forms.
Workflow Creation Forms allow you to set up a standardized way to create workflows without relying on folders. By utilizing this method, you can enforce a structured approach that ensures every workflow is categorized correctly from the outset.
To get started, you’ll head to the settings in HubSpot. Navigate to Data Management, then Objects, and scroll down to find Workflows. Here, you’ll see options to manage workflow properties and customize your creation form. The idea is to create a form that prompts users to fill out essential information before they can create a workflow.
Before you can set up your Workflow Creation Form, you need to define the workflow properties that will help categorize your workflows effectively. The properties you create will largely depend on your business operations, but here are three essential properties to consider:
By setting these properties, you can ensure that when someone creates a workflow, they provide crucial details that will help keep everything organized.
Once you have defined your properties, it’s time to set up your Workflow Creation Form. You can easily add these properties to your form within the workflow settings. When you click on "Create," simply include the name, type of workflow, durability, and actions. Save your changes, and you’re ready to go!
Now, let’s see how this works in practice. When you click to create a new workflow, HubSpot will prompt you to fill out your customized form. For instance, if you want to create a workflow that automates sending a lead magnet, you would fill in the following:
Once you’ve completed the form, you can proceed to build out your workflow as usual. This method eliminates the need for folders by allowing you to filter and search for workflows based on the properties you’ve set.
One of the most significant advantages of using Workflow Creation Forms is the ability to segment your workflows effectively. With the properties you’ve created, you can use advanced filters to find exactly what you need without sifting through folders.
For example, you could filter to see all workflows related to sending communications to leads or identify which workflows are set to turn off after a specific period. This way, you maintain visibility and control over all your workflows, making management much more straightforward.
This organizational method isn’t limited to workflows. You can apply the same principles to lists and other objects in HubSpot. By creating properties for these assets, you can maintain a clean and organized portal without the clutter of unnecessary folders.
Using Workflow Creation Forms is not just about eliminating folders; it’s about creating a more efficient and streamlined process for managing your HubSpot assets. Here are some key benefits:
If you’re tired of messy folders in HubSpot, it’s time to embrace the power of Workflow Creation Forms. By implementing this method, you can create a more organized, efficient, and manageable HubSpot portal that works for you and your team.
Remember, the key to success with HubSpot workflows and lists is consistency. Establishing a standardized process for creating and managing these assets will pay off in the long run, allowing you to focus on what truly matters—growing your business.
For resources and guides on mastering HubSpot properties and workflows, check the links below:
Here’s to a more organized HubSpot experience!