How to Organize Workflows in Hubspot

Managing automation in Hubspot becomes difficult when workflows pile up without structure. By using folders, clear statuses, and consistent naming, you can keep every workflow easy to find, understand, and optimize over time.

This guide explains step-by-step how to organize your workflows using the tools built directly into your automation settings.

Why organizing workflows in Hubspot matters

As your account grows, you may create dozens or even hundreds of workflows across marketing, sales, and operations. Without a system, you risk:

• Duplicate or conflicting automation
• Outdated workflows still enrolling records
• Difficulty onboarding new team members
• Slow troubleshooting when issues appear

Hubspot provides a dedicated workflow management screen where you can view, group, and refine every automation. Learning how to use that screen properly saves time and prevents errors.

Accessing the workflow management screen in Hubspot

To start organizing, you first need to open the main workflows dashboard.

1. Sign in to your Hubspot account.
2. In the main navigation bar, go to Automation.
3. Select Workflows.

On this page you will see:

• A table listing each workflow
• Filters for type, status and more
• Folder navigation in the left sidebar (if folders exist)
• Options to create or move workflows

Using folders to organize Hubspot workflows

Folders are the foundation of a clean workflow structure. They help you group automation by purpose, team, or lifecycle stage.

Create folders in Hubspot workflows

Follow these steps to create your first folder:

1. From the workflows dashboard, click Create folder or a similar button in the toolbar.
2. Enter a descriptive folder name, such as Marketing Nurture or Sales Handoffs.
3. Confirm to save the folder.

Once created, folders appear in the sidebar so you can quickly switch views between groups of workflows.

Recommended folder structure for Hubspot automation

Your folder structure should reflect how your teams work. Common patterns include:

• By lifecycle stage: Leads, MQL, SQL, Customers, Renewals
• By department: Marketing, Sales, Service, Operations
• By function: Nurture, Lead Scoring, Data Management, Notifications

Choose a structure and keep it consistent across your Hubspot account to reduce confusion.

Move workflows into folders in Hubspot

After creating folders, move existing workflows into them:

1. Select the check box next to one or more workflows in the list.
2. Click the Move or Move to folder action from the table toolbar.
3. Pick the correct destination folder.
4. Confirm the move.

You can repeat this process whenever you create new automation so your structure stays orderly.

Understanding workflow statuses in Hubspot

Every workflow has a status that indicates whether it is actively enrolling records or not. Understanding statuses helps you prevent unwanted automation.

Main workflow statuses

On the workflows dashboard you will typically see these core statuses:

• On: The workflow is turned on and can enroll new records that meet the enrollment triggers.
• Off: The workflow is turned off and will not enroll new records, though enrolled records may still complete existing actions depending on settings.
• Draft: The workflow has not yet been turned on and is safe to edit without affecting live data.

Use the status column or filter controls in Hubspot to quickly scan which workflows are live.

Filter workflows by status in Hubspot

To audit your automation, you can filter the list based on workflow status:

1. Open the workflows dashboard.
2. Locate the filter bar above the table.
3. Select a filter for Status.
4. Choose values such as On, Off or Draft.

This makes it easier to find workflows to deactivate, update, or delete.

Filtering and searching workflows in Hubspot

When your library grows large, filters and search become essential tools for navigation.

Use quick filters effectively

The workflows area includes several quick filter options, such as:

• Type: Contact-based, company-based, deal-based, ticket-based, or other available types.
• Owner: Which user created or owns the workflow.
• Folder: Which folder contains the workflow.
• Status: On, Off, Draft.

Combine filters in Hubspot to narrow your view to a small, relevant set of workflows during audits or updates.

Search by name or keyword

The search bar lets you find a workflow quickly:

1. Type part of the workflow name in the search box.
2. Press Enter or wait for results to update.

To make search more effective, maintain consistent naming conventions for all workflows.

Naming conventions for Hubspot workflows

Clear naming is one of the most powerful ways to maintain order. Good names explain what a workflow does and where it belongs.

Suggested naming pattern

Consider using a standardized format like:

[Team] – [Lifecycle/Stage] – [Action or Goal]

Examples:

• Marketing – Lead Nurture – Webinar Follow-up
• Sales – MQL – Assignment and Notification
• Operations – Data Cleanup – Lifecycle Field Sync

When used alongside folders and filters in Hubspot, this pattern helps anyone identify the purpose of each workflow at a glance.

Documenting your naming rules

To keep naming consistent across teams:

• Create a short internal style guide.
• List approved prefixes (Marketing, Sales, Ops, Service).
• Define required elements, such as stage and goal.
• Share the guide with all users who build workflows.

Reviewing and maintaining workflows in Hubspot

Organization is not a one-time project. Set a recurring schedule to review your automation.

Checklist for regular workflow reviews

During monthly or quarterly reviews inside Hubspot, focus on:

• Turning off workflows tied to outdated campaigns
• Merging redundant or overlapping automation
• Updating enrollment triggers as your processes change
• Confirming folder placement and names still make sense

Align this review with reporting so you can also remove low-performing nurture sequences or refine logic.

Advanced tips for large Hubspot accounts

When multiple teams use the same portal, governance becomes critical.

• Limit edit access: Assign permissions so only trained users can modify workflows.
• Tag ownership within names: Include team or region markers when relevant.
• Use folders for archived workflows: Move inactive automation into an Archive folder instead of deleting immediately.

These practices provide an extra layer of clarity and safety across your Hubspot environment.

Learn more about Hubspot workflow management

For the full official reference on organizing workflows, including the latest interface updates, see the original Hubspot knowledge base article at this external resource.

If you need strategic help designing scalable automation and folder structures beyond the basics of Hubspot, you can explore consulting support at Consultevo.

By combining folders, filters, naming conventions, and regular reviews, you keep your workflows in Hubspot organized, efficient, and ready to scale with your business.

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