🛠️ Workflow: Jotform → HubSpot Company + Task Automation

Automatically create or update HubSpot companies and generate follow-up tasks whenever a Jotform is submitted.
All logs are stored to Google Sheets for traceability, transparency, and debugging.

✅ Use Cases

• Capture marketing queries from your website’s Jotform form and immediately create tasks for your sales or SDR team.
• Enrich HubSpot companies with submitted domains, company names, and contact data.
• Automatically assign tasks to owners and keep all form submissions logged and auditable.
• Avoid manual handoffs — full automation from form submission → CRM.

🔍 How It Works (Step-by-Step)

1. Jotform Trigger

The workflow starts when a new submission is received via the Jotform webhook.
Captured fields include: name, email, LinkedIn profile, company name, marketing budget, domain, and any specific query.

2. Create or Update Company in HubSpot + Format Data

• The “Create Company” node ensures the submitted company is either created in HubSpot or updated if it already exists.
• A Formatter (Function) node standardizes the data — names, email, LinkedIn URL, domain, marketing budget, and query text.
• It composes a task title, generates a follow-up timestamp, and dynamically assigns an owner.

3. Loop & HTTP Request – Create HubSpot Task

• The workflow loops through each formatted item.
• A Wait node prevents rate limit issues.
• It then sends an HTTP POST request to HubSpot’s Tasks API, creating a task with:
  • Subject and body including the submission details
  • Task status, priority, and type
  • Assigned owner and associated company

4. Loop & HTTP Request – Set Company Domain

After tasks are created, another loop updates each HubSpot company record with the submitted domain.
This ensures all HubSpot companies have proper website data for future enrichment.

5. Storing Logs (Google Sheets)

All processed submissions, responses, errors, and metadata are appended or updated in a Google Sheets document.
This provides a complete audit trail — ideal for debugging, reporting, and performance monitoring.

🧩 Node Structure Overview

📋 Requirements & Setup

• 🔑 HubSpot Private App Token with permissions to create companies, tasks, and update records
• 🌐 Jotform Webhook URL pointing to this workflow
• 📗 Google Sheets Credentials (OAuth or service account) with write access
• ✅ HubSpot app must have crm.objects.companies.write and crm.objects.tasks.write scopes
• ⚠️ Add retry or error-handling branches for failed API calls

⚙️ Customization Tips & Variations

• Add contact association:
  Modify the payload to also link the task with a HubSpot Contact (via email) so it appears in both company and contact timelines.

• Use fallback values:
  In the Formatter node, provide defaults like “Unknown Company” or “No query provided.”

• Dynamic owner assignment:
  Replace hash-based assignment with round-robin or territory logic.

• Conditional task creation:
  Add logic to only create tasks when certain conditions are met (e.g., budget > 0).

• Error branches:
  Capture failed HTTP responses and send Slack/Email alerts.

• Extended logs:
  Add response codes, errors, and retry counts to your Google Sheet for more transparency.

🎯 Benefits & Why You’d Use This

• ⚡ Speed & Automation — eliminate manual data entry into HubSpot
• 📊 Data Consistency — submissions are clean, enriched, and traceable
• 👀 Transparency — every action logged for full visibility
• 🌍 Scalability — handle hundreds of submissions effortlessly
• 🔄 Flexibility — adaptable for other use cases (support tickets, surveys, partnerships, etc.)

✨ Example Use Case

A marketing form on your website captures partnership or franchise inquiries.
This workflow instantly creates a HubSpot company, logs the inquiry as a task, assigns it to a regional manager, and saves a record in Google Sheets — all within seconds.

Tags: HubSpot Jotform CRM GoogleSheets Automation LeadManagement