Understanding how records enter automation is essential when using CloneNer in HubSpot. In CloneNer, enrollment determines how and when a record qualifies to trigger the cloning process. There are two main enrollment methods: Auto Rules and Workflows. Both serve to automate processes, but they do so in fundamentally different ways. Understanding these differences enables you to select the most suitable approach and ensure seamless CRM operations.
In short: enrollment via Auto Rules happens directly within CloneNer based on conditions you define, while enrollment via Workflows happens through HubSpot’s automation engine, where CloneNer is just one of the steps in a broader sequence.
See the video tutorial about using CloneNer Auto Rule.
Auto Rules in CloneNer allow you to define conditions under which records are automatically enrolled. This enrollment is handled entirely within CloneNer, without the need to create a HubSpot workflow. The app continuously monitors your records and automatically applies the rule whenever a record meets the specified condition.
For example, you might define an Auto Rule that targets deals based on deal stage, pipeline, or custom properties. Once a record satisfies the condition, it is enrolled and processed according to the rule. There is no additional manual step, no workflow setup, and no external triggers required.
Auto Rules are ideal for situations where enrollment conditions are simple and predictable. They are beneficial for automations that need to react immediately when a record changes or meets a defined state.
See the video tutorial about using CloneNer inside Workflow.
Workflows in HubSpot provide a more flexible and expansive enrollment mechanism. Unlike Auto Rules, workflow enrollment is based on HubSpot’s automation triggers. This means records are enrolled when they meet criteria defined in a HubSpot workflow, not in CloneNer directly.
When using Workflows in CloneNer, you enroll records through HubSpot workflow triggers. Once a record qualifies, CloneNer provides a set of fields to configure the duplication action, ensuring the cloned record meets your requirements.
The key settings include:
This configuration shows that when a deal is enrolled via a workflow, you have full control over how the new deal is created, what it contains, and how it relates to other objects in HubSpot. Unlike Auto Rules, workflows allow combining duplication with other steps, like notifications, property updates, or conditional branching.
The fundamental difference is where the enrollment logic lives and how it is triggered. Auto Rules are self-contained within CloneNer, automatically enrolling records as soon as conditions are met. Workflows rely on HubSpot’s automation system, where records must meet workflow criteria to trigger CloneNer actions.
From a practical standpoint:
Choosing between the two depends on your process complexity and the scope of automation you need.
| Aspect | Auto Rule Enrollment | Workflow Enrollment |
|---|---|---|
| Where logic lives | Inside CloneNer | Inside HubSpot Workflows |
| Trigger | Record meets predefined CloneNer condition (e.g., deal stage, pipeline, custom property) | Record meets HubSpot workflow enrollment trigger |
| Execution | Instant – continuously monitored by CloneNer | At workflow execution – part of a broader sequence |
| Setup required | Simple: define a condition directly in CloneNer | More complex: build a a workflow in HubSpot and add CloneNer as an action |
| Flexibility | Limited to CloneNer’s own actions | High – can combine CloneNer with other workflow steps (notifications, property updates, branching, cross-object logic) |
| Use cases | Repetitive, predictable automations (e.g., clone deal when stage = Renewal) | Complex processes with multiple steps (e.g., clone deal, send notification, update properties, create tasks) |
| Maintenance | Minimal, rules are straightforward | Requires ongoing management and review as workflows grow |
| Best for | Fast, consistent, low-maintenance enrollment | Advanced automation with multiple conditions and outcomes |
Example Scenario
Suppose you want to enroll deals for processing based on their stage:
The Auto Rule method is faster and simpler. The Workflow method is more versatile and suitable for complex processes involving multiple steps or objects.
When deciding between Auto Rules and Workflows in CloneNer, consider these factors:
In some cases, combining Auto Rules and Workflows provides the best of both worlds. Use Auto Rules for quick, predictable enrollment, and use workflows for broader automation, notifications, or multi-step sequences. This ensures efficiency for repetitive tasks while maintaining control over complex processes.
In CloneNer, enrollment via Auto Rules and Workflows serves different needs. Auto Rules provide instant, app-specific enrollment for predictable conditions, requiring minimal setup. Workflows provide flexible, multi-step enrollment, allowing CloneNer to integrate into larger HubSpot processes.
Understanding these differences helps you design efficient, scalable automation in HubSpot. Choosing the right enrollment method ensures that records are processed at the right time, in the right way, without unnecessary complexity or manual effort.