For years, HubSpot users have harnessed the power of HubDB to display dynamic content on their websites and emails. HubDB has been invaluable for things like product listings, event schedules, and content personalization. But there’s always been one glaring limitation—while HubDB could easily power dynamic content, it couldn’t systematically fuel HubSpot workflows. Users couldn’t read data from HubDB tables and take actions based on that data within workflows. That limitation has finally been lifted with the introduction of the Magic Workflows | HubDB workflow action set.
In this post, we’ll focus on the key feature that changes the game: the "Read" action. This workflow action enables users to retrieve data directly from their HubDB tables and pull it into workflows, where it can be used to power automations, decisions, and actions like never before.
The Power of the ‘Read’ Action
The ‘Read’ workflow action allows you to access and retrieve specific data from a HubDB table within a HubSpot workflow. In other words, it turns static workflows into dynamic, data-driven processes. Instead of relying on static CRM properties or manual workarounds, you can now automatically query HubDB for data and use that information to guide workflow decisions, update properties, or personalize follow-up actions.
Here’s how the ‘Read’ action works:
- You specify the HubDB table you want to pull data from.
- The workflow retrieves the requested data based on criteria you define (e.g., matching values, row lookups, etc.).
- The data is brought into the workflow and used to drive the next actions, such as setting contact properties, sending personalized emails, or triggering internal notifications.
Overcoming Historical Limitations: Why the ‘Read’ Action Matters
Before the Magic Workflows | HubDB tool, users faced significant challenges when trying to incorporate HubDB data into HubSpot workflows. These are some of the historical pain points that the ‘Read’ action now solves:
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No Systematic Data Access: Previously, you couldn’t systematically retrieve data from a HubDB table to use in a workflow. Any decision-making, branching, or property updates were stuck relying on static data stored in the CRM.
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Manual Workarounds: Teams had to resort to clunky workarounds to fetch external data or manually copy HubDB data into properties. This was both inefficient and prone to errors.
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Limited Personalization: Without the ability to pull live data from HubDB, workflows were limited in their ability to dynamically personalize emails, notifications, or internal automations based on changing data sets.
The ‘Read’ action resolves these challenges, giving users a way to dynamically access HubDB data, ensuring workflows stay responsive to live data and enable more powerful automation.
Use Cases for the ‘Read’ Action
So, what kinds of things can you do with the 'Read' action? Here are some practical use cases where retrieving data from HubDB tables can transform how businesses operate within HubSpot:
- Automating Job Role Assignment for New Hires
If your HR team manages onboarding workflows, you can use HubDB to store job role templates, onboarding schedules, and training paths for different positions. With the ‘Read’ action, your onboarding workflow can pull role-specific data from HubDB—such as assigned mentors, required training sessions, or hardware requests—and automatically assign the relevant tasks to each new hire based on their job role. - Service Plan Upgrades for SaaS Companies
For SaaS companies offering multiple service plans, you can use HubDB to store plan details, including features, pricing, and upgrade paths. When a customer expresses interest in upgrading, the ‘Read’ action can pull the most current service plan details from HubDB, allowing the workflow to automate emails, customer outreach, or the creation of upgrade quotes that reflect the latest offerings and pricing. - Inventory-Based Lead Scoring
If your business relies on an inventory system stored in HubDB, the ‘Read’ action can be used to inform lead scoring workflows. For instance, when a prospect shows interest in a product, your workflow can check HubDB for inventory levels and assign lead scores based on product availability. This ensures that high-intent leads are prioritized for products in stock, leading to faster conversions. - Automating Subscription Renewal Reminders
For subscription-based businesses, HubDB can store subscription renewal dates, payment terms, and product usage data. Using the ‘Read’ action, your workflow can automatically retrieve this data and trigger renewal reminders for customers approaching their subscription end date. This keeps the renewal process smooth and ensures no customer slips through the cracks. - Tailoring Discounts and Offers Based on Customer Segment
If your business frequently runs promotions based on customer segments (e.g., VIP customers, first-time buyers), HubDB can store the various discount rates and offer details. The ‘Read’ action allows your workflow to pull in specific discount rates based on the customer’s segment or status, ensuring that each customer receives the appropriate offer. This makes your discount campaigns more dynamic and personalized. - Tracking and Awarding Loyalty Points
If your business has a loyalty program where customers earn points for purchases or interactions, HubDB can be used to store point thresholds and reward tiers. With the ‘Read’ action, your workflow can retrieve customer-specific point balances and automatically trigger rewards, such as sending gift vouchers, based on real-time data from HubDB. This eliminates the need for manual tracking and makes loyalty management more efficient. - Geographical Data for Compliance Tracking
Companies in regulated industries, such as finance or healthcare, often need to track and manage compliance certifications or licenses based on geographical regions. HubDB can store region-specific compliance requirements, and with the ‘Read’ action, workflows can automatically retrieve the relevant regional compliance data when onboarding new clients or renewing contracts. This ensures that workflows are fully compliant with the latest regulations without manual oversight.
The Magic of Combining HubDB and Workflows
The ‘Read’ action isn’t just about accessing data—it’s about enabling workflows that can adapt based on the real-time data stored in HubDB tables. Whether you’re automating follow-up actions, updating deal properties, or creating hyper-personalized emails, the ability to retrieve data dynamically means you can automate like never before.
No more manual intervention. No more static workflows that rely on outdated data. With the Magic Workflows | HubDB ‘Read’ action, you’re opening the door to a new world of flexible, powerful automations that can truly leverage the full depth of your data.
