How to Use Workflow Comments in Hubspot

Adding clear comments to your workflows in Hubspot is essential for documenting changes, sharing context with teammates, and maintaining reliable automation. This guide walks you through how to add, view, filter, edit, and manage workflow comments so your team always understands what your automation is doing and why.

Why Workflow Comments Matter in Hubspot Automations

Workflow comments provide a permanent record of decisions and updates. When several people collaborate in the same Hubspot portal, comments help you:

• Explain why a particular workflow or action was created.
• Track what changed and when it changed.
• Give instructions to teammates without altering enrollment logic.
• Review historical context before editing an existing automation.

Comments live directly inside the workflow editor, so they are always available when you review or modify automation steps.

Where You Can Add Comments in Hubspot Workflows

You can attach comments to multiple elements inside a workflow to keep documentation close to the action it describes.

Hubspot Workflow-Level Comments

Workflow-level comments apply to the entire automation. Use these to describe the overall purpose or strategy.

• Explain what the workflow is designed to achieve.
• Note high-level enrollment criteria or audience segments.
• Record important business rules or constraints.

Hubspot Action-Level Comments

Action-level comments are attached to specific workflow actions. These are ideal for technical or step-specific details.

• Describe why a delay, branch, or condition is configured a certain way.
• Record integration-specific notes, such as sync behavior.
• Highlight unusual logic that future editors should not remove.

How to Add Workflow Comments in Hubspot

You can add comments from both the workflow index page and the workflow editor. Follow the steps that match how you usually work in Hubspot.

Method 1: Add Comments from the Workflow Index

Use this method to quickly document a workflow without opening the full editor.

1. In your Hubspot account, navigate to the workflows tool.
2. On the workflows index page, locate the workflow you want to document.
3. Hover over the workflow row to reveal additional options.
4. Click the comment icon to open the comment panel.
5. Type your comment in the text area.
6. Click the button to save or post the comment.

These comments are attached to the workflow as a whole. Anyone with access to that workflow can read them.

Method 2: Add Comments from the Hubspot Workflow Editor

When you are actively editing automation, you can add comments directly from the workflow editor.

1. Open the workflow in the editor from the workflows index.
2. To add a workflow-level comment, look for the comments icon in the workflow header or toolbar.
3. Click the icon to open the comments panel for the workflow.
4. Enter your note and save it.

You can repeat these steps whenever you need to add new information as the workflow evolves.

Method 3: Add Comments to Individual Actions in Hubspot

For detailed documentation, add comments to specific workflow actions.

1. In the workflow editor, click the action you want to describe.
2. In the right sidebar or action popover, locate the comments icon or comments section.
3. Click to open the comments area.
4. Type your comment with clear, action-specific details.
5. Save or post the comment.

These comments stay attached to that action, so when someone selects it later, they immediately see the context.

How to View and Filter Comments in Hubspot

As workflows grow, you may need to review existing comments across the automation. Hubspot provides several ways to find and filter comments.

Viewing All Comments in a Workflow

From the workflow editor, you can see a consolidated list of comments.

1. Open the workflow in the editor.
2. Click the comments icon in the main workflow toolbar.
3. Browse the list of comments, which may show the author, timestamp, and location (workflow-level or action-level).

This view helps you quickly scan the history of changes and discussions.

Filtering Comments by Type or Location

To focus on a specific kind of note, you can filter comments.

1. Open the comments panel from the workflow editor.
2. Use the available filters to limit comments based on criteria such as:

• Workflow-level vs. action-level.
• Specific actions or branches in the workflow.
• Author or date range, if those filters are provided.

Filtering helps you investigate particular parts of a complex automation without scrolling through unrelated notes.

Viewing Comments Directly on Actions

When working on a specific step, you can check only the comments for that action.

1. In the editor, click the action you are reviewing.
2. Look for a comments indicator or count on the action.
3. Open the comments section to read all notes associated with that action.

This makes it easy to verify whether a step can be safely edited or removed.

How to Edit or Delete Hubspot Workflow Comments

Sometimes you need to correct or remove a comment. Your ability to do this can depend on user permissions and how Hubspot handles comment ownership.

Editing an Existing Comment

1. Open the workflow and access the comments panel or the specific action.
2. Locate the comment you want to change.
3. If you have permission, click the edit option next to the comment.
4. Update the text with the corrected information.
5. Save the edited comment.

Whenever possible, consider adding clarifications instead of rewriting history so the audit trail remains understandable.

Deleting a Comment

1. Find the comment in the workflow or action-level comment list.
2. Select the delete option available for that comment.
3. Confirm the deletion when prompted.

Use deletion sparingly so your team can rely on comments as a trustworthy record of past decisions.

Best Practices for Using Hubspot Workflow Comments

To get the most value from comments, adopt a consistent team approach.

• Be specific: Explain why a change was made, not only what changed.
• Include dates and references: Note related tickets, campaigns, or documentation.
• Use clear language: Avoid abbreviations that only one team member understands.
• Document major edits: Add a new comment whenever you change enrollment criteria or branching logic.

Clear conventions help new team members understand your Hubspot automation faster.

Additional Resources and Next Steps

For the official product instructions and the latest interface details, always refer to the original Hubspot documentation on workflow comments at this support article. The interface may evolve, but the core principles of documenting workflows will remain the same.

If you need strategic help designing scalable automation and documentation processes around your Hubspot instance, you can learn more from the consultants at Consultevo, who specialize in CRM and marketing operations.

By consistently using workflow comments in Hubspot, you create a reliable knowledge base inside your automations, reduce confusion, and make it easier for your entire team to collaborate with confidence.

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