On this page

Jump to any section using the links below

Automations in Hubhus enable you to create automated workflows that respond to events, check conditions, and execute actions. This article covers the complete process of setting up triggers, defining requirements, configuring actions, and controlling execution timing.

What are automations

Automations consist of three main components:

Triggers: Events that start the automation (e.g., lead created, field changed, status set)

Requirements: Conditions that must be met for the automation to execute (optional but recommended)

Actions: What happens when the trigger fires and requirements are met (e.g., send email, set status, assign person)

Accessing automations

Go to Campaign → Automation → Triggers to view and manage automations. Click New trigger event to create a new automation.

Creating a trigger

Basic trigger configuration

Friendly name: Give your trigger a descriptive name (e.g., "Ny henvendelse", "Send welcome email", "Assign to sales team")

Event: Select what event should start the automation. Available events include:

• When the value of a field has changed
• On file uploaded
• Lead is created
• Status set to
• Assigned to
• When the value of a select has changed
• Reason set to
• On follow-up
• Calendar events
• On new NPS answer
• On new NPS comment
• On HTTP request
• On action button click
• On visit at page
• Another trigger is pulled
• On the date and time specified in a field

Field (for field change events): If you selected "When the value of a field has changed", specify which field to monitor.

Triggering scenarios

When monitoring field changes, configure which scenarios should trigger the automation:

If changed from an empty value:

• Yes: Triggers when a previously empty field gets a value
• No: Does not trigger in this scenario

If changed from a non-empty value:

• Yes: Triggers when an existing value is changed to a different value
• No: Does not trigger in this scenario

If changed to an empty value:

• Yes: Triggers when a field value is cleared/deleted
• No: Does not trigger in this scenario

If changed to a non-empty value:

• Yes: Triggers when a field gets any new non-empty value
• No: Does not trigger in this scenario

If value was set on lead created:

• Yes: Triggers if the field value was set within 1 minute of lead creation
• No: Does not trigger in this scenario

Note: Changes in whitespace or capitalization of letters are not triggered.

Trigger timing

Trigger time: Select when the automation should fire after the event occurs:

• Immediately after
• X minutes after
• X hours after
• X days after
• Specific time on same day
• Specific time on next day

Example: "Triggered 2 minutes after the lead is created"

Max. fires per lead: Limit how many times this trigger can fire for the same lead. Set to 1 to ensure it only runs once per lead, or leave blank for unlimited.

Setting requirements (criteria)

Click Edit requirements to define conditions that must be met for the automation to execute. Requirements act as filters to ensure actions only run for relevant leads.

Hubhus ID requirements

Lead IDs: Specify specific lead IDs that should trigger (comma-separated). Use "Any" to allow all leads.

Not lead IDs: Exclude specific lead IDs from triggering. Use "None" to not exclude any leads.

Created requirements

Origin: Filter by how the lead was created:

• Any: All sources
• Specific sources: Form submission, API, manual entry, import, etc.

Created (relative to trigger time): Filter by when the lead was created:

• Anytime: No time restriction
• Within last X days/hours
• More than X days/hours ago

Follow-up requirements

Has follow-up:

• No requirement: Don't filter by follow-up
• Yes: Lead must have an active follow-up
• No: Lead must not have an active follow-up

Status requirements

Status: Filter by current status:

• Any: All statuses
• Specific status: Only leads with selected status

Current status set: Filter by when the current status was set:

• Anytime: No time restriction
• Within last X time
• More than X time ago

Current status set by: Filter by who set the current status:

• No requirement: Anyone
• Specific user: Only if set by selected user

Has had all of statuses: Require lead to have had all selected statuses at some point.

Has had any of statuses: Require lead to have had at least one of selected statuses.

Has not had status: Require lead to never have had selected statuses.

Assigned person requirements

Assigned to: Filter by who the lead is assigned to:

• No requirement: Any assignee or unassigned
• Specific person: Only leads assigned to selected user
• Unassigned: Only unassigned leads

Field value requirements

Must have checked or filled: Require specific fields to have values (select fields from dropdown).

Must have unchecked or not-filled: Require specific fields to be empty.

Must have file uploaded for: Require file attachments on specific fields.

Must not have file uploaded for: Require no file attachments on specific fields.

Select field requirements

For select/dropdown fields, you can require:

Has active select fields: Lead must have active values in select fields.

Opkald is: Specific select field value requirements (shown as example).

Opkald is not: Exclude specific select field values.

Bestil link is: Another select field requirement example.

Bestil link is not: Exclude specific values.

Email requirements

Has been sent email:

• No requirement: Don't filter by sent emails
• Specific template: Only if sent specific email

Has NOT been sent email:

• No requirement: Don't filter
• Specific template: Only if NOT sent specific email

Has opened email: Requires email tracker to be activated. Filter by whether lead opened specific emails.

Has NOT opened email: Requires email tracker. Filter by leads who did NOT open specific emails.

NPS requirements

NPS survey: Filter by NPS survey responses:

• No requirement: Don't filter by NPS
• Specific survey: Only leads who completed specific survey

Web page visit requirements

Has visited web page: Filter by whether lead has visited specific web pages:

• No requirement: Don't filter by page visits
• Specific page: Only leads who visited selected page

Automation history requirements

Must have been triggered by: Require lead to have been triggered by another specific automation.

Must not have been triggered by any of: Require lead to NOT have been triggered by selected automations. Useful to prevent duplicate actions.

Unsubscription and blacklist requirements

Subscription status: Filter by email subscription status:

• No requirement: Don't filter
• Subscribed: Only subscribed leads
• Unsubscribed: Only unsubscribed leads

Blacklist campaigns: Exclude leads in blacklisted campaigns (select campaigns).

Whitelist campaigns: Only include leads in whitelisted campaigns (select campaigns).

Calendar event requirements

Has a calendar event: Filter by whether lead has associated calendar events:

• No requirement: Don't filter
• Yes: Only leads with calendar events
• No: Only leads without calendar events

Custom placeholder requirements

Use custom placeholder expressions for advanced filtering. The expression must evaluate to a specific value to trigger.

Example:

@if(%lead_postal_code% == 2000){1}@endif

This checks if the lead's postal code is 2000.

Important: The expression above must NOT evaluate to one of the following values:

• "Nothing" (empty)
• 0
• no
• n
• off
• nej
• false

Reason requirements

Reason: Filter by the reason field value:

• No requirement: Any reason or no reason
• Specific reason: Only leads with selected reason

Execution timing

Click Edit execution time to control when actions are executed.

Execute on days: Select which days of the week actions should run:

• Any: All days
• Specific days: Monday, Tuesday, etc.
• Weekdays only
• Weekends only

Execute from / to: Set time window for action execution:

• From: Start time (e.g., 00:00)
• To: End time (e.g., 23:59)

Example: "Actions are executed everyday, from 00:00 - 23:59, after the trigger is pulled."

Important note: "With these settings, the triggered lead may have changed in between the trigger time and the execution time."

Must the trigger criteria still apply at execution time?

Two options:

Criteria must apply both at trigger time and at execution time: The lead must still meet all requirements when the action executes. If the lead has changed and no longer meets criteria, the action will not execute.

Criteria only need to apply at trigger time: Once triggered, the action will execute regardless of whether the lead still meets the original criteria.

Adding actions

Click + Add action to define what happens when the trigger fires. You can add multiple actions to a single trigger.

Available actions:

Send email:

• Select email template
• Configure To, CC, BCC
• Set From name and email

Send SMS:

• Select SMS template
• Configure recipient phone number

Set status: Change the lead's status to a specific value.

Set reason: Change the lead's reason field to a specific value.

Add comment: Add an internal comment to the lead.

Create follow-up: Create a follow-up task with due date and assigned person.

Set value of field: Change the value of a text/number field.

Set value of select field: Change the value of a dropdown/select field.

Assign person: Assign the lead to a specific user.

Auto assign person: Automatically assign based on rules (availability, workload, etc.).

Submit HTTP request: Send data to external systems via API.

Anonymize: Anonymize the lead's personal information.

Set event duration: Modify calendar event duration.

Action configuration

Each action has specific configuration options. For example:

Send email action:

• Action: Send email
• Active: Yes/No toggle
• Email template: Select from available templates
• Template name: Display name
• To email: Recipient (typically %lead_email%)
• CC: Carbon copy recipients
• BCC: Blind carbon copy recipients
• From name: Sender name
• From email: Sender email address

Active toggle: Each action can be individually activated or deactivated without deleting it. This allows you to temporarily disable actions for testing or maintenance.

Managing triggers

Once created, triggers are displayed in the Triggers list showing:

Status indicator:

• Green dot: Active
• Gray dot: Inactive

Trigger information:

• Friendly name
• Started on date/time
• Trigger description (e.g., "Triggered 2 minutes after the lead is created")
• Actions count (e.g., "Send email | Past week: 23")

Management buttons:

Active/Inactive: Click to activate or deactivate the entire trigger.

Edit trigger: Modify trigger event, timing, and requirements.

Edit requirements: Update criteria without changing the trigger event.

Delete trigger: Remove the trigger permanently (use with caution).

Actions section

View and manage actions for each trigger:

+ Add action: Add new actions to the trigger.

Edit execution time: Modify when actions execute.

Action list: Shows all configured actions with:

• Action type and description
• Edit button
• Active/Inactive toggle
• Delete button

Execution schedule: "Actions are executed everyday, from 00:00 - 23:59, after the trigger is pulled."

Criteria application: "Trigger criteria apply both at trigger time and at execution time."

Viewing trigger logs

Click Show log counts to view execution statistics:

Period selection: Filter logs by time period:

• Anytime
• Last 7 days
• Last 30 days
• Custom date range

Log information:

• How many times the trigger fired
• Success/failure rates
• When it last executed
• Which leads were affected

This helps monitor automation performance and troubleshoot issues.

Best practices for automation

Naming conventions:

• Use descriptive, clear trigger names
• Include the action in the name (e.g., "Send welcome email on signup")
• Date complex automations for reference

Trigger timing:

• Use delays to avoid immediate duplicates
• Consider business hours for email sending
• Account for time zones if working internationally

Requirements:

• Always set appropriate requirements to prevent unwanted execution
• Use automation history requirements to prevent loops
• Test with restrictive criteria before opening up

Actions:

• Start with one action per trigger for clarity
• Add multiple actions only when they logically belong together
• Keep actions simple and focused

Testing:

• Create test leads to verify automation behavior
• Test with both positive and negative scenarios
• Check logs after deployment

Maintenance:

• Review automation logs regularly
• Deactivate unused automations rather than deleting
• Document complex automation logic
• Update requirements when campaign structure changes

Preventing loops:

• Use "Must not have been triggered by" requirements
• Set appropriate max fires per lead
• Be careful with field changes that could trigger other automations

Common automation scenarios

New lead welcome:

• Trigger: Lead is created
• Requirements: Email is filled
• Action: Send welcome email

Status change notification:

• Trigger: Status set to "Won"
• Requirements: None
• Action: Send congratulations email, Add comment

Follow-up creation:

• Trigger: Lead is created
• Requirements: Source is "Website form"
• Action: Create follow-up for sales team

Lead assignment:

• Trigger: Field "Product Interest" has changed
• Requirements: Not assigned
• Action: Auto assign person based on product expertise

Re-engagement:

• Trigger: On the date and time specified in a field
• Requirements: Status is "Cold"
• Action: Send re-engagement email

Customer onboarding:

• Trigger: Status set to "Customer"
• Requirements: Has not been triggered by "Onboarding sequence"
• Action: Send email series, Create follow-ups

Troubleshooting automations

Trigger not firing:

• Check trigger is active
• Verify event is actually occurring
• Review triggering scenarios configuration
• Check max fires per lead hasn't been reached

Actions not executing:

• Verify actions are active
• Check execution time window
• Review requirements at execution time
• Check if lead still meets criteria

Wrong leads triggered:

• Review requirements configuration
• Check for missing exclusions
• Verify field value requirements
• Add more specific criteria

Duplicate actions:

• Set max fires per lead
• Add automation history requirements
• Check for multiple overlapping triggers

Actions executing at wrong time:

• Review execution time settings
• Check time zone configuration
• Verify days of week selection

Advanced automation techniques

Chained automations: Use "Another trigger is pulled" to create sequences where one automation triggers another.

Conditional branching: Create multiple triggers with different requirements for the same event to handle different scenarios.

Time-based sequences: Use delays and execution timing to create drip campaigns and nurture sequences.

External system integration: Use HTTP request actions to send data to external systems or trigger external workflows.

Summary

Automations in Hubhus consist of triggers (events that start the workflow), requirements (conditions that must be met), actions (what happens), and execution timing (when actions run). Create triggers by selecting an event, configuring triggering scenarios, setting trigger timing, and defining maximum fires per lead. Add requirements to filter which leads should be processed using criteria like status, field values, email activity, assigned person, and custom placeholders. Configure actions including send email, send SMS, set status, assign person, create follow-up, and more. Control execution timing by specifying days and time windows, and decide whether criteria must apply at both trigger time and execution time. Monitor automation performance through logs, follow best practices including clear naming, appropriate delays, thorough testing, and regular maintenance. This enables powerful automated workflows that improve efficiency, ensure consistency, and scale your operations.

? Common searches

automation setup • workflow automation • automate process • automation rules • trigger automation

? Also known as

workflow • automatic process • triggered action • rule

Related articles

How do I create automation rules?
Understanding Scheduled Jobs and Automated Reports
Use Booking Address in Lead Address Field
What are action listeners and how do they work?
How do I automate actions based on status changes?