Use the workflow connector when you want HubSpot to add contacts to a Scribeless campaign automatically. For example, you can send a handwritten thank-you note when a contact becomes a customer, enters a lifecycle stage, or joins a specific list.
This workflow action is for HubSpot contact workflows.
Before you start, make sure:
The Scribeless HubSpot connector is installed.
Your HubSpot portal is connected to the correct Scribeless team.
The Scribeless campaign already exists.
The contacts you enroll have the required postal address fields.
Your HubSpot plan supports contact workflows.
Create or open a contact workflow
In HubSpot, go to Automation > Workflows. Create a new contact-based workflow or open an existing one.
Choose the enrollment trigger that should start the mailer. Common examples include lifecycle stage changes, list membership, form submissions, deal stage changes, or manual enrollment.
Keep the enrollment rules specific. Scribeless will create a real recipient for each enrolled contact, so avoid broad triggers unless you are ready to send mail to every matching contact.
Add the Scribeless action
In the workflow editor, add a new action and choose the Scribeless action. The action sends the enrolled HubSpot contact to a Scribeless campaign.
If you do not see the Scribeless action, check that the app is installed in Settings > Integrations > Connected apps.
Choose the Scribeless campaign
Open the campaign dropdown and choose the campaign that should receive the HubSpot contact.
The dropdown is loaded from Scribeless using the API key saved during installation. If a campaign is missing, check that it belongs to the connected Scribeless team and is available for recipients.
Include an optional HubSpot property
Use HubSpot contact property to include when your Scribeless campaign needs an extra value from HubSpot, such as company name, lifecycle stage, job title, or any custom contact property.
The selected property is sent to Scribeless as a recipient variable. For example, selecting Company Name sends the contact's company name into the Scribeless recipient variables.
Only include properties that are useful for the campaign. Avoid sending unnecessary personal data.
Turn on and test the workflow
Before turning on the workflow for a large audience, test with one contact you control.
Use a contact that has:
First name
Last name
Street address
City
State or region, if required
Postal code
Country
Email, if you use it for tracking or matching
Enroll the test contact into the workflow, then open the Scribeless campaign and confirm the recipient appears.
What HubSpot sends to Scribeless
For each enrolled contact, Scribeless receives the contact's name, company, postal address, and supported recipient variables. Any HubSpot property selected in the workflow action is also sent as a recipient variable.
The HubSpot contact ID is sent as the Scribeless external ID, which helps identify which HubSpot contact created the recipient.
If required address fields are missing, Scribeless may reject the recipient or require correction before the item can be sent.
Troubleshooting
If the workflow action cannot load campaigns, reconnect the app and confirm the Scribeless API key is valid.
If a recipient is not created, check the workflow history for the contact. HubSpot will show whether the action ran or failed.
If the recipient appears in Scribeless with missing address details, update the HubSpot contact record and re-enroll the contact if your workflow allows re-enrollment.
If too many contacts enroll, pause the workflow and tighten the enrollment trigger before turning it back on.