Start a workflow from HubSpot record changes

Triggers · updated 23 October · 7 min read

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Who can do this Before you start Steps What the trigger gives What happens next Good to know If something goes wrong Related

Seven HubSpot triggers check your HubSpot account every 5 minutes:

HubSpot · New contact — When a contact is added to HubSpot — checked every 5 minutes.
HubSpot · New company — When a company is added to HubSpot — checked every 5 minutes.
HubSpot · New deal — When a deal is added to HubSpot — checked every 5 minutes.
HubSpot · New ticket — When a ticket is opened in HubSpot — checked every 5 minutes.
HubSpot · Record updated — When a record changes — or only the property you choose — checked every 5 minutes.
HubSpot · Deal moved to a stage — When a deal moves to the stage you choose — checked every 5 minutes.
HubSpot · Form submitted — When someone fills in a HubSpot form — checked every 5 minutes.

Each one found since the last check starts a run.

Who can do this

Workspace Admins and Editors. Viewers see the trigger and its status but cannot change it. HubSpot is a premium service, marked ◇: you can set the trigger up and test it on any plan; publishing asks for a paid plan.

Before you start

A HubSpot connection whose private app has the scopes the trigger reads — see Connect HubSpot:

Trigger	Scope
New contact	`crm.objects.contacts.read`
New company	`crm.objects.companies.read`
New deal, Deal moved to a stage	`crm.objects.deals.read`
New ticket	`tickets`
Record updated	The read scope of the object you choose; for a custom object, `crm.objects.custom.read`, and `crm.schemas.custom.read` so it is listed
Form submitted	`forms`

Steps

Open the workflow in the designer and open the trigger picker — Browse all triggers on an empty workflow, or select the trigger and Change how it starts.
Under HubSpot, select the event. Or type HubSpot in Search triggers.
In Connection, choose your HubSpot connection.
Fill in the trigger's own fields. The pipelines, stages, objects, properties and forms are loaded from your HubSpot account:
- New contact and New company have no other fields.
- New deal and New ticket: optional, in Pipeline, choose a pipeline — Sales pipeline. Empty: every pipeline. Each pipeline shows how many stages it has.
- Record updated: in Object, choose what to watch — contacts, companies, deals, tickets, another HubSpot object or one of your custom objects. Optional, in Only when this changes, choose a property — Lifecycle Stage. Empty: any change. Chosen: only a change of this property, and the run gives previousValue — what it was before.
- Deal moved to a stage: in Pipeline, choose the pipeline. Optional, in Stage, choose a stage — Closed won. Empty: any stage. The run gives stage and previousStage.
- Form submitted: in Form, choose the form.
Open the Output tab. Under Test with a real one, select Fetch a sample. The newest record, change or submission that matches comes in, and Test run starts with it.
Add the steps, test, then Publish.

What the trigger gives

New contact, New company, New deal, New ticket and Record updated give the record: id, url (its page in HubSpot), and each property that has a value, by its API name — firstname, email, dealname, amount, dealstage, custom properties beside them.
Record updated with a property chosen also gives previousValue — what the property held before the change. Without a property chosen, it gives the record as it is now.
Deal moved to a stage gives the deal, plus stage — the stage it moved to, by its label — and previousStage, the one before: Contract sent.
Form submitted gives formId, formName, submittedAt, pageUrl (the page it was sent from) and each field by its name — email, firstname. A field with several answers, such as checkboxes, has them between semicolons.

A sample from Fetch a sample has previousValue or previousStage from the record's history in HubSpot, or empty if it has none.

What happens next

The first check after publishing only notes where things stand. Records, changes and submissions already there never start a run — only ones that arrive after you publish. Until then the panel says Starts with what arrives after you publish — nothing already there sets it off.
Each find starts one run, named after it — New contact · Rohan Mehta, New company · Northwind Logistics, Lifecycle Stage changed · Rohan Mehta, Deal moved to Closed won · Northwind Logistics — fleet tracking, Form submitted · Contact us · rohan@consulace.com.
Up to 100 runs start from one check; the rest wait for the next, in order.
A check that finds nothing starts no run and costs nothing.
The trigger's Settings show what it is doing — Checking every 5 minutes — Last checked 10:45 · next 10:50 — and its Recent checks.

Good to know

Every 5 minutes, on every paid plan. HubSpot's triggers have no Checks choice.
Each check looks a minute further back than the last, since HubSpot's search takes a moment to catch up — and nothing found before is run twice.
Record updated without a property starts one run for each record changed since the last check, with its latest values. A record changed three times between two checks starts one run.
The stage before is what the trigger last saw. Deal moved to a stage remembers the stage of up to 2,000 recently changed deals in the pipeline. A deal it has not seen before takes its stage before from HubSpot's history of the deal's stage.
A deal that moves twice between checks starts one run, from the stage the trigger last saw to the stage it is in now. A deal that moves away and back again starts none.
Changing what the trigger watches — the object, pipeline, property, stage or form — and publishing starts again from then.
Runs start in Production and count in the month's allowance.

If something goes wrong

What you see	Why	What to do
Nothing matches yet — add one, then fetch again.	Nothing in HubSpot matches the trigger yet.	Add a record or submit the form in HubSpot, then Fetch a sample.
Form is empty. Choose one from the list. / Object is empty. Choose one from the list.	The field was left empty.	Choose one.
HubSpot no longer has this form. Choose another in the trigger.	The form was deleted in HubSpot.	Choose another form, then publish again.
Not checking since 10:45 with HubSpot refused: … Check the connection's details on Connections. Nothing is lost — what arrives meanwhile is picked up by the first check that works.	The token was rotated or deleted, or the private app lacks a scope the trigger needs — HubSpot's own words name it.	Add the scope in HubSpot (see the table above), or select Reconnect and replace the token, then Check now. See When an app trigger stops checking.
Publishing stops — "“Deal moved to a stage” needs a paid plan. Change the plan, or remove it and publish the rest."	The company is on the Free plan.	Ask the company Owner to change the plan; see Premium connections on the Free plan.
Runs show Skipped — "… needs a paid plan, so the run was skipped."	The plan moved back to Free.	Change the plan; the workflow runs again from its next trigger.

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