Workflows automate repetitive actions in Hubflo. They help your team save time by performing specific actions whenever certain events (“triggers”) occur in your workspace.

For example, you can automatically assign a form when a client signs up or add a task section when a project stage changes.

This feature is currently in beta and only available to Owners in Unlimited plans. Some triggers and actions may change as we improve the feature. If you encounter unexpected behavior or have feedback, please reach out to our support team via chat or at [email protected].

What you can do with Workflows

Workflows are built from two main parts:

1. Triggers – events that start the workflow.

2. Actions – tasks the system performs automatically once the trigger (and optional conditions) are met.

Common use cases

• Create tasks automatically when new clients sign up.

• Update a project or task when a related file is added.

• Send internal notifications when a proposal is accepted.

• Delay an action until a specific date or condition is met.

Tips for using Workflows

• Start small: Test a simple trigger-action pair before building complex flows.

• Use clear names: Name workflows and steps descriptively to simplify maintenance.

• Check logs: Regularly review execution logs to ensure workflows behave as expected.

• Iterate: Adjust triggers, conditions, and actions as your processes evolve.

How to create Workflows

From your Hubflo dashboard, open the Workflows section and click +New Workflow.

1. Choose a Trigger

   Each trigger requires specific data so Hubflo knows what to monitor, such as task ID, task name, company tag, or company name.

2. Optional: Add Conditions.

   Define when the workflow should run by setting rules or filters.

   Learn more in the section Using Conditions below.

3. Click +Add Step to build the sequence of actions Hubflo should take once the workflow starts. More details are in the Adding Steps and Actions section below.

   

4. When your workflow is complete, click Publish.

Using Conditions

Conditions let you control when a workflow runs and ensures that actions only happen when specific criteria are met.

You can apply one or more conditions to a trigger. Each condition checks a field (like a company ID or task status) and evaluates it using an operator (such as is equal to or greater than).

Use conditions to make workflows specific, for instance, only trigger when Project Stage is equal to “Completed” or when Company Tag contains “VIP.”

Matching Logic

You can choose:

• Match any condition: workflow runs if one or more conditions are true.

• Match all conditions: workflow runs only if every condition is true.

Adding Steps and Actions

Steps define what happens after a workflow is triggered. Each step performs one action and you can add as many as you need.

Actions fall into several categories:

Create or Assign

• Assign form

• Create contact

• Create form

• Create project

• Create project section

• Create task

• Create workspace

Find or Retrieve

• Find chatroom

• Find contact

• Find form

• Find project

• Find task

• Find workspace

• Retrieve contacts

• Retrieve project sections

Update

• Update contact

• Update project

• Update task

Communication

• Send chatroom message

Control Flow

• Condition (branch based on logic)

• Delay (pause workflow for a set time)

• Loop (repeat a sequence)

• Paths (create multiple possible routes)

• Trigger (start another workflow)

• Wait until (hold until a condition is met)