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A HubSpot workflow trigger fires from inside HubSpot’s own workflow builder. Swan is registered in your HubSpot portal as a workflow action, so any workflow you build in HubSpot can include a step that hands a record off to a Swan trigger. This requires the HubSpot integration to be connected first.

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How it fires

The mechanics are ordinary HubSpot workflow enrollment:
  1. You build (or already have) a HubSpot workflow for contacts, companies, or deals, with whatever enrollment criteria you want.
  2. You add the Swan action as a step in that workflow — search for “Run Trigger” under the Swan app’s actions — and pick which Swan trigger it should run, from a dropdown of your organization’s enabled triggers.
  3. Every record that enrolls in the workflow and reaches that step fires the trigger, once per record.
You can see these same setup steps, plus a link back into the connected HubSpot workflow, from the trigger’s own Configuration panel at https://agent.getswan.com/triggers/{triggerId}. If you describe the criteria to Swan in chat instead of building the workflow by hand, Swan can create the whole HubSpot workflow for you — including the enrollment filters and the action step — so you don’t have to touch the HubSpot workflow builder at all.

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Filter groups

Whether Swan builds the workflow or you do, enrollment can be narrowed with filter groups: a collection of OR’d groups, where each group is an AND of individual conditions. A condition is either:
  • A property comparison — a HubSpot property compared against a value or set of values (equals, contains, greater than, is known/unknown, and so on). The valid operators depend on the property’s field type (text, number, date, boolean, or a picklist/enumeration). Date and datetime properties accept IS_EQUAL_TO, IS_GREATER_THAN, IS_LESS_THAN, IS_GREATER_THAN_OR_EQUAL_TO, IS_LESS_THAN_OR_EQUAL_TO, IS_KNOWN, and IS_UNKNOWN — not IS_NOT_EQUAL_TO. Swan comparison names are translated to HubSpot IS_AFTER/IS_BEFORE when the workflow is created; inclusive bounds (GTE/LTE) shift the timestamp by 1ms because HubSpot has no inclusive datetime operator. DATETIME values must be an absolute ISO 8601 timestamp, not a relative phrase.
  • List membership — the record must belong to a specific HubSpot list.
Filter groups are optional. If you don’t add any, every record that reaches the Swan action step in the workflow fires the trigger.

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What Swan receives

When the trigger fires, Swan gets the HubSpot object type (contact, company, or deal), the record’s ID, and the property values HubSpot passes along — name, email, company, domain, job title, location fields, and any custom properties you’ve mapped through the workflow’s “additional context” options. Your trigger’s instructions run against that data.

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Requirements

  • Your org needs an active HubSpot integration. If it disconnects, the workflow action stops running (you’ll see a “no CRM integration connected” error in HubSpot).
  • The trigger you select must be enabled. If you add the Swan action to a workflow without pointing it at a trigger, or point it at a trigger that’s since been deleted, HubSpot blocks that record at the action step instead of silently dropping it.
  • HubSpot workflow triggers have no flat per-fire fee — you pay only for the actions the run takes, drawn from your credits pool.

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Common questions

Can one HubSpot workflow fire more than one Swan trigger? Add the Swan action as a separate step for each trigger you want to fire — each instance of the action points at one trigger. Does this work for companies and deals, or only contacts? All three HubSpot object types are supported. Pick the object type when you (or Swan) set up the workflow’s enrollment criteria. What happens if I disable the trigger the workflow points to? Records that reach the action step get a “trigger disabled” response and don’t run — the workflow itself keeps running otherwise. If the trigger has been deleted entirely (or the action was never pointed at one), HubSpot gets an error asking you to connect the workflow to a trigger in Swan. Can I reuse an existing HubSpot workflow I already built for something else? Yes — add the Swan action as an additional step in any existing workflow; it doesn’t need to be a workflow built solely for Swan. Why does HubSpot say no CRM integration is connected when I can see HubSpot is connected in Swan? This usually means the specific HubSpot portal ID sending the workflow event doesn’t match any connected integration on your org — reconnect HubSpot from Swan and confirm you’re working in the same portal.