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Workflows

A workflow decides what happens after someone submits your form. You can send an auto-reply email, add the person to your HubSpot CRM, send the data to another app with a webhook, or take different actions depending on what people entered. You build all of this by clicking and connecting steps on a visual canvas. There is no code to write.

The workflow builder is available on the Pro plan and above. On the free Starter plan the Workflows tab is locked and shows an "Upgrade to Pro" prompt.

How the builder works

Open a form from your dashboard and click the Workflows tab. The builder has two parts:

  • The left sidebar: a searchable list of steps you can add, grouped into Logic, Actions, and App Integrations. Drag a step onto the canvas, or just click it to add it.
  • The canvas: the space where you arrange your steps. Every workflow starts with a Form Submission box at the top. You add your steps below it and connect them with lines to set the order.

When someone submits the form, Inletbase starts at the Form Submission box and runs each connected step in order. If you switch a step off, it is skipped. If you use a condition, only the matching path (True or False) runs.

The steps you can add

Auto-Reply

Group: Actions

Sends an email back to the person who filled in the form. You can write it in two ways:

  • Write it yourself: type a subject and a message. Drop in details from the submission using tags like {{full_name}} or {{message}}.
  • Let AI write it: paste your website address and click Pull Data so Inletbase learns about your business. The AI then reads each submission and writes a relevant reply. You give it a short prompt to set the tone. Nothing else to set up.

For the full walkthrough, see the AI Auto-Replies guide. To change how the email looks, see Email Editor.

Webhook

Group: Actions

Sends the submission to any web address you choose, so you can pass the data to your own app, a Zapier webhook, a Slack channel, or any service that accepts it. You set:

  • Webhook URL: the address that will receive the submission.
  • Method: how the data is sent. POST is the default and works for most services.

HubSpot

Group: App Integrations

Adds the person to your HubSpot CRM as a contact when they submit. First, connect HubSpot once in the Integrations tab by signing in with your HubSpot account. Then set up the step by matching your form fields to HubSpot fields:

  • Pick a HubSpot field on the left (pulled from your HubSpot account).
  • Pick the form field that should fill it on the right.
  • Add as many pairs as you need. The email pair is required, because HubSpot uses the email to find the right contact.

If a contact with that email already exists in HubSpot, Inletbase updates them instead of creating a duplicate.

If/Else Condition

Group: Logic

Sends the workflow down one of two paths based on what the person entered. The condition has a True path and a False path, and you connect different steps to each one. Set it up with:

  1. Field: which form field to check.
  2. Rule: one of Equals, Does Not Equal, Contains, Greater Than, or Less Than.
  3. Value: what to compare against. Numbers are compared as numbers automatically.

For example, if your form has a Budget field, you could send everyone with a budget over 50,000 down the True path to the HubSpot step, and send everyone else down the False path to a normal auto-reply.

Managing your steps

When you click a step on the canvas, a few buttons appear beside it:

  • Settings: opens the panel where you fill in that step's details.
  • Duplicate: makes a copy of the step with the same settings.
  • Delete: removes the step and its connections.

Each step also shows an Online or Offline label. An offline step stays in your workflow but is skipped when a form is submitted, so you can turn it back on later without rebuilding it.

The Integrations tab

The Integrations tab sits next to Workflows and handles two things:

  • App connections: connect outside apps to your account. HubSpot is supported today. Click the HubSpot card, sign in, and the connection becomes available on all your forms.
  • Webhooks: add, edit, or remove webhook addresses here. Each one has a web address and an Active or Inactive switch. These run on their own, separate from the workflow canvas.

Saving and running

As you add steps, connect them, and change settings, your work is held until you click Save Workflowat the top. Once saved, the workflow runs automatically on every new submission. You can see what happened for each submission in its record, so it is easy to check that every step ran.

Need help? If you get stuck setting up a workflow, email us at hello@inletbase.com or use our contact page. You can also check the Troubleshooting & FAQ.