PocketKnife - Workflow Throttler

Say goodbye to timeouts caused by enrolling all records simultaneously.

What is the Workflow Throttler?

Up until 2023, HubSpot users would often ask if there was a workflow action that allows one to throttle a certain amount per second. If users could control how many objects get passed through a specific workflow action at a time per second, it would be ideal. This feature is also useful for HubSpot email throttling and for sequences. 

Enter the Workflow Throttler feature on the Pocketknife HubSpot add on. You can seamlessly process bulk record updates for your HubSpot contacts, companies, deals and custom objects.   

It safeguards against timeouts resulting from complex custom code executions. By throttling workflow enrollment, you ensure that your custom operations proceed smoothly, minimizing disruptions and maintaining workflow stability.

The feature allows you to optimize your marketing workflows by gradually enrolling contacts in email campaigns while preventing email fatigue.

How to set up the Workflow Throttler in PocketKnife 

First, create the Workflow Throttler job in your PocketKnife app by following the steps below.

1. Choose the Workflow Throttler feature in the left side bar in the PocketKnife app
2. Click Create Job, found in the top right corner
3. Choose the Object* Type on which you want to use the Workflow Throttler feature. 
   *An object type can be a Contact, Company, Deal or a Custom Object (listed by name)
   
   
   
4. The Property Process Trigger of the record will be set to "Yes" to mark the records for the workflow action.  
   
   You can use the default Property Process Trigger "pk_process_trigger" or create a new property in your HubSpot portal. Please note: This property has to be a Boolean field type.
   
   
   
5. The Property Done Trigger has to be set through a workflow action once the record has passed through the Workflow Trottler job.  
   
   You can use the default Property Done Trigger "pk_done_trigger" or you can choose to create a new property in your HubSpot portal. Please note: This property must be date field type .
   
   
   
   
6. Define the interval* or the time between the batches (the number of records to process).
7. Set the number of records* to process during 1 job.
   
   *For example if you want to handle 12000 contacts, you define to handle every 3 minutes (interval) a batch of 200 contacts (number of records).
8. Enable Active - Uncheck to suspend job to cancel the Workflow Throttler job after it has been executed.
9. Confirm the Workflow Throttler job by clicking Create.

How to monitor, Edit or Delete a Workflow Throttler job

In your PocketKnife app, you can monitor the number of Workflow Throttler jobs that are running. And you can edit or delete the Workflow Throttler job. 

1. Go to the Workflow Throttler dashboard
2. View the table to see each job, check their status, intervals and number of records
3. Go to a specific job from the table in the dashboard and click on the three dots (...) on the right to edit or delete the job. Or choose History to consult the 10 most recent processed records.

 

How to set up the Workflow Throttler in HubSpot

As you define the set up into your PocketKnife app, you can use the Workflow Throttler feature in HubSpot workflow automations. To set up, follow these steps: 

1. Create a workflow* with the trigger PK Process Trigger is equal to True.
   
   
   *This workflow can be contact, company, deal or custom object-based, depending on the set-up you defined within your PocketKnife app. 
   
   
2. Choose the subsequent actions based on your requirements. For example, you can create a deal and a task to follow up on that deal. Or you can send an internal mail to notify the team  whenever a record finishes the workflow. 
   
   
3. Important: Add the action Set PK Done Trigger* to the date the action was executed. Doing this prevents the record from going through the workflow again. 
   
   

 

 

Consult number of Workflow Throttler's

On the PocketKnife dashboard you can monitor how many Workflow Throttler's are running.

The number allowed depends on your subscription plan (Freemium, Single Feature, Pro or Enterprise).

To upgrade your subscription plan, go to Subscription & Billing under the username of your account and choose the plan that fits your needs.

 

Any Questions 

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