HubSpot Triggers: Automating Your Workflows with Real-Time HubSpot Events

Overview

HubSpot triggers in AskElephant allow you to automatically start workflows based on real-time activity in your HubSpot workspace. These powerful automation tools help you respond instantly to changes in your sales pipeline, customer data, and communication flow without manual intervention.

With nine distinct trigger types available, you can monitor everything from new lead creation to deal stage movements, ensuring your team stays on top of critical customer touchpoints and never misses an opportunity to engage at the right moment.

Setting Up Your Salesforce Trigger

To begin using this trigger, you'll need to create a new workflow. Every effective workflow starts with a trigger, so click the "Start with Trigger" button when opening your workflow. This will present you with various trigger categories to choose from.

Understanding HubSpot Trigger Types: Created vs. Updated

HubSpot workflow triggers are grouped into two main types:

Created Triggers

• Purpose: Activate whenever a new record is created in HubSpot—such as a contact, company, or deal.
• How it works: As soon as a new entry appears, the workflow begins.
• Configuration: No additional setup is needed; simply selecting the trigger is enough.
• Outputs: The trigger provides specific variables as outputs, such as record IDs, names, and other key details.

Updated Triggers

• Purpose: Monitor existing records for changes. Trigger the workflow when a specific property or field within a record is updated.
• How it works: You choose which property the trigger should watch (for example, deal stage or contact lifecycle stage). The workflow runs when that property changes.
• Configuration: Requires you to select one property or field to monitor.
• Outputs: Outputs include record details plus the property name and the new property value.

Once selected, you'll see the trigger interface on the right side of your screen, which includes:

• A basic description of the trigger's functionality
• Configuration options for customizing the trigger name
• Two main tabs: Configuration and Outputs

About Outputs

Each trigger produces outputs—these are variables that the workflow creates automatically. You can use these variables later in your workflow to power automated actions, notifications, or updates based on real Salesforce data.

Company Triggers

Company Created Trigger

The Company Created trigger activates whenever a new company is added to your HubSpot workspace. This trigger requires no configuration and provides four key data points you can use in subsequent workflow steps:

• Company: References the company record in AskElephant's interface.
• HubSpot Company ID: The unique identifier from HubSpot.
• Company Name: The business name.
• Company Domain: The company's email domain.

Common Use Cases: Notify your customer success team when new companies need onboarding support or alert sales managers when their reps add new prospects.

Company Updated Trigger

When you need to track changes to existing company records, the Company Updated trigger monitors specific property modifications. Unlike its "created" counterpart, this trigger includes one configuration option:

• Property Name: Select which company property to monitor for changes.

Output Variables: All the same variables as the Company Created trigger, plus:

• Property Name: The name of the changed property.
• Property Value: The new value of that property.

For example, if you monitor the "Primary Contact" property, the workflow will trigger every time this field changes, helping you stay informed about key relationship shifts.

Deal Triggers

Deal Created Trigger

Track new opportunities in your sales pipeline with the Deal Created trigger, which activates when deals are added to HubSpot. This trigger provides four essential data points:

• Company: The associated company record.
• Deal ID: HubSpot's unique deal identifier.
• Deal Name: The deal title.
• Deal Stage: Current pipeline stage.

Applications: Set up automated reporting to managers about new deals, prevent duplicate deal creation, or trigger follow-up sequences for new opportunities.

Deal Updated Trigger

Monitor deal progression and changes with the Deal Updated trigger. Configure it to watch specific properties like "Deal Stage" to track pipeline movement.

Key Feature: The property name configuration allows you to focus on the changes that matter most to your sales process, such as stage transitions or value updates.

Contact Triggers

Contact Created Trigger

Automatically respond to new contacts entering your system with the Contact Created trigger. This trigger captures five important contact details:

• Contact: The contact record reference.
• HubSpot Contact ID: Unique identifier.
• Contact First Name: First name field.
• Contact Last Name: Last name field.
• Contact Email: Email address.

Contact Updated Trigger

Stay informed about contact changes by monitoring specific properties like "Stakeholder Type." This is particularly valuable for tracking relationship dynamics—for instance, when someone moves from being a champion to a blocker in your sales process.

The trigger includes all contact variables plus the property name and value that changed.

Email Communication Trigger

Incoming Email Created Trigger

The Incoming Email Created trigger is unique among HubSpot triggers—it's the only one without an "updated" counterpart and focuses specifically on email communications.

Configuration Options:

• Groups: Limit the trigger to specific HubSpot groups (useful for different time zones or team segments).
• People: Select specific individuals for the workflow.
• Exclude People: Remove certain people from the workflow scope.

Rich Output Data: This trigger provides comprehensive email information including sender/recipient details, email content, subject line, and associated contact and company records.

Service Triggers

Service Created Trigger

Monitor new service records with the Service Created trigger, which provides five output variables:

• Service ID
• Service Name
• Service Pipeline ID
• Service Pipeline Stage ID
• Service Category

Service Updated Trigger

Track changes to existing services by configuring the property name you want to monitor. This trigger includes all the service variables plus the changed property details.

Managing Your Triggers

All HubSpot triggers offer standard management options:

• Rename: Click the pencil icon next to the trigger name.
• Delete: Use the three-dot menu and select delete.

Business Impact

Using HubSpot triggers can help your team:

• Identify when contacts become blockers or champions
• Track changes in deal size or opportunity progress
• Monitor relationships at every stage
• React instantly to important account and contact updates

Next Steps

HubSpot triggers transform your workflow automation by connecting real-time HubSpot activity to your customer engagement processes. They enable proactive monitoring of lead progression, relationship changes, and communication flows—ensuring your team can respond quickly to opportunities and maintain strong customer relationships throughout the entire customer lifecycle.

To get started, create a new workflow, select "Start with Trigger," choose HubSpot from the categories, and select the trigger that best matches your automation needs. Connect with the Herd in our community forum if you need help choosing the right trigger for your specific use case.