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Workflow Export/Import

The workflow export/import feature allows you to:

  • Export any HubSpot workflow as a downloadable file
  • Import workflow files to create new workflows in your HubSpot portal
  • Transfer workflows between HubSpot portals (export from one, import to another)
  • Back up workflows before making significant changes

Tool is available for free for all HubSpot users at https://toolbox.resonatehq.com/hubspot-tools/workflows

How It Works

Exporting a Workflow

  1. Navigate to HubSpot Tools > Workflows Import/Export ( https://toolbox.resonatehq.com/hubspot-tools/workflows ) in the sidebar
  2. You'll see a list of all workflows in your connected HubSpot portal
  3. Find the workflow you want to export
  4. Click the Export button next to that workflow
  5. A JSON file will automatically download to your computer

The exported file contains the complete workflow definition, including:

  • Workflow name and settings
  • All actions and their configurations
  • Enrollment criteria (who enters the workflow)
  • Time windows and scheduling rules
  • Any custom properties

File naming: The downloaded file is named workflow_[name]_[id].json where the name is based on your workflow's title.

Importing a Workflow

  1. Navigate to HubSpot Tools > Workflows Import/Export
  2. Click the Import Workflow button at the top of the page
  3. Select a previously exported workflow JSON file from your computer
  4. The system will process the file and create the workflow in HubSpot

Important safety features:

  • Imported workflows are always created as disabled - this prevents accidental automation from running immediately
  • The workflow name will have "(Copy)" appended to avoid conflicts with existing workflows
  • You must manually enable the workflow in HubSpot after reviewing it

Common Use Cases

Copying workflows between portals

  1. Connect to your source HubSpot portal
  2. Export the workflow you want to copy
  3. Disconnect and connect to your destination portal
  4. Import the workflow file

Creating workflow backups

Before making major changes to a workflow, export it first. If something goes wrong, you can import the backup to restore the original configuration.

Sharing workflow templates

Export a workflow that follows your best practices and share the file with team members who can import it into their portals.

What Gets Transferred

When you export and import a workflow, the following is preserved:

  • Workflow name and description
  • Workflow type (contact-based, deal-based, etc.)
  • All actions in the workflow sequence
  • Enrollment triggers and criteria
  • If/then branching logic
  • Delays and scheduling settings
  • Goal criteria

Note: Some elements may need adjustment after import:

  • Specific email templates (referenced by ID) may need to be recreated or remapped
  • List references may need to be updated to match your destination portal
  • Any portal-specific IDs will need verification

Technical Details

File Format

Workflows are exported as JSON (JavaScript Object Notation) files. This is a standard text-based format that can be opened in any text editor if you need to inspect the contents.

Data Storage

Workflow data stays in HubSpot. This tool simply reads workflows from HubSpot for export and writes new workflows to HubSpot for import. No workflow data is permanently stored in the Toolbox application.

Authentication

You must have an active HubSpot portal connection to use this feature. The connection requires appropriate permissions to read and create workflows in your HubSpot account.

Troubleshooting

"Invalid JSON file" error

The file you selected may be corrupted or not a valid workflow export. Make sure you're selecting a JSON file that was exported from this tool.

"Missing required fields" error

The workflow file is incomplete. This can happen if the file was manually edited and key information was removed.

Import succeeds but workflow seems different

Some workflow elements are portal-specific (like email IDs or list IDs). After importing, review the workflow in HubSpot and update any references that don't exist in the destination portal.

Can't find my imported workflow

Imported workflows are created as disabled by default. In HubSpot, filter your workflows to show disabled workflows, or search for the workflow name with "(Copy)" appended