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.
Enrollment via CloneNer Auto Rules
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.
Characteristics of Auto Rule Enrollment
- The rule is evaluated continuously by CloneNer.
- Enrollment is instant once a record meets the condition.
- No HubSpot workflow is required.
- Conditions are usually based on object properties like deal stage, deal type, or specific custom properties.
- Best suited for repetitive, consistent actions.
Enrollment via Workflows
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.
Characteristics of Workflow Enrollment
- Enrollment is triggered by HubSpot workflow criteria.
- It can involve multiple steps and conditional branching.
- CloneNer becomes one action in a sequence rather than the enroller itself.
- Offers more flexibility but requires HubSpot workflow setup.
- Suitable for multi-step or cross-object automations.
How Workflow Enrollment Works with CloneNer
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:
- New Deal Name: specify a name for the duplicated deal.
- New Deal Pipeline: choose which pipeline the duplicated deal should go into.
- New Deal Stage: select the stage for the New Deal (can depend on the chosen pipeline).
- Deal Associations: decide which related objects (contacts, companies, etc.) should be linked to the duplicated deal.
- Additional Options:
- Set Create Date as Execution Date - the duplicated deal will have its creation date set to the workflow execution date.
- Keep Relation to Original Deal – maintain a link to the original deal.
- Don’t Copy Unselected Properties – only copy properties explicitly chosen in the template or action.
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.
Main Differences Between Auto Rules and Workflows in CloneNer
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:
- Auto Rules are simpler, faster to set up, and require minimal maintenance. They are ideal for repetitive, predictable enrollment conditions.
- Workflows are more flexible, able to handle multiple steps, branching, and cross-object dependencies, but they require planning and ongoing management.
Choosing between the two depends on your process complexity and the scope of automation you need.
Example Scenario
Suppose you want to enroll deals for processing based on their stage:
- With an Auto Rule, you create a condition: “Deal Stage = Renewal.” CloneNer automatically enrolls any deal that reaches this stage, without any HubSpot workflow. The enrollment happens immediately, every time the condition is met.
- With a Workflow, you set the enrollment trigger in HubSpot: “Deal Stage = Renewal.” Then, the workflow can take multiple actions, one of which triggers CloneNer to process the record. You can also include notifications, property updates, or conditional steps within the same workflow.
The Auto Rule method is faster and simpler. The Workflow method is more versatile and suitable for complex processes involving multiple steps or objects.
Choosing the Right Enrollment Method
When deciding between Auto Rules and Workflows in CloneNer, consider these factors:
- Complexity of the process: If you only need simple enrollment based on clear conditions, Auto Rules are sufficient. For processes involving multiple steps, workflows are better.
- Scope of automation: Auto Rules are confined to CloneNer-specific actions, while workflows can combine CloneNer with other HubSpot automation steps.
- Maintenance: Auto Rules require less ongoing maintenance, whereas workflows can become complex and need regular review.
When to Use Both
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.
Summary
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.
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