A lot of times, what I've seen and observed with sales teams, they sometimes need that extra push or the extra notification wherein you guide them as to what needs to be updated so that your CRM stays up to date, your lead data stays up to date.
For that, there's a very easy and simple workflow which can be created. And the beauty about this is even if you're on a startup plan, you can use the form automation feature to create this workflow. And if you're on any professional plan, you have the workflow feature wherein you can easily set that up.
So let's see how to do that.
Method 1: Using Workflows (Professional Plan)
Step 1: Create a New Workflow
- Go to workflows in your HubSpot account
- Create a workflow from scratch
- Set the filter criteria for contacts
Step 2: Set Up the Trigger
- Click on "Form submissions"
- Select the specific contact form (for example, your main contact form)
- This means if the contact has filled out a form, that's gonna be our trigger
- Make sure you do not want to reenroll them
- Save and continue
Step 3: Create the Task
- Go to CRM section
- Scroll down and select "Create a task"
- Set the title using tokens like "Follow up with [First name] [Last name] - [Form name]"
- Set it as "To do"
- You can set up the due date to be immediately or on custom dates (I usually set it for after three days)
Step 4: Configure Task Details
- Assign it to the sales rep (like James in our example)
- Add a description: "[First name] [Last name] has filled a form. Please follow up with this lead."
- Set the priority (I recommend setting it to high)
- For assignment, you can either select a specific owner or set it to "existing contact owner"
Save it, and your workflow is ready.
Method 2: Using Form Automation (Starter Plan)
If you're on a startup plan, no worries. You can still create these automations.
Step 1: Access Your Forms
- Go to your forms
- Select the form you want to automate (like your "Contact Us" form)
- Click on "Edit form"
Step 2: Set Up Automation
- Go to "Automations"
- The trigger is already preconfigured for us, so we do not need to set that
- All we need to do is create the task
Step 3: Create the Task
- Click the add button
- Select "Create task"
- Title: "Please follow up with this lead"
- Description: "Hi James, [First name] [Last name] has filled out a contact us form. Please follow up with this lead."
- Set priority and assignment as needed
Switch this on, and this form automation would start working. It will automatically create tasks whenever someone fills out a form.
Why This Works
This is a very quick workflow, but it's actually extremely helpful and extremely useful. Your sales team gets immediate notifications with all the context they need, ensuring no lead falls through the cracks.
Whether you have the professional plan or the starter plan, this automation keeps your CRM up to date and ensures your sales team never misses a follow-up opportunity.
That's how you do it in both cases - a simple solution that makes a huge difference in your lead management process.
