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Hubspot CRM- Triggers

Estimated reading time: 6 min

What will start your automation…

These Triggers will start your Flow automatically at a specific time or intervals instead of being triggered by events like Webhooks.

Run Once Tab: This tab allows you to schedule a Flow to execute a single time at a specific date and time. This is ideal for one-time operations such as data syncs, cleanups, or initial configuration steps. After execution, the schedule will be automatically cleared unless rescheduled manually.

Run Tab: This tab is used to set up repeating schedules:

  • Repeat feature: This dropdown determines how long the automation will continue repeating based on the selected frequency (Minutely or Hourly). You can choose from:
    • Repeat Forever
      • The automation will continue to run indefinitely at the defined interval (e.g. every 15 minutes).
      • No end condition is specified.
    • Repeat for (x) Times
      • You set a specific number of repetitions.
      • Requires the field Number (x) of Repeat Times to be filled (e.g. 10 times).
    • Repeat Between Start & End Dates
      • The automation will run only within a defined date range.
      • Additional fields will appear to select start and end dates.
      • Useful for limited-time schedules like campaigns or batch jobs.
  • Daily at Multiple Times: Sets the Flow to run several times per day based on a minutely or hourly interval.
  • Daily: This allows a Flow to run x times per day at a specific time.
  • Weekly: This allows you to run a Flow weekly by selecting the days and time.
  • Monthly: This will monitor your Trigger every month on a defined date and hour.
  • Yearly: This will monitor your Trigger on a specific date and hour every year.
  • Specific dates: This will start your Trigger on specific dates and time.

For more details, see Wiresk Scheduler – The Fundamentals.

After you’ve configured your Trigger parameters, select the “Use” button to fetch a live sample of data from the Trigger.

What it does:

  • Extracts real data based on your Trigger setup
  • Validates your parameters by showing if they match existing records
  • Prepares data for field mapping – the sample helps you map your Trigger output to your Method parameters in the Flow. Refer to FIELD MAPPING documentation.

Think of it as a preview step: it makes sure your Trigger is working and gives you real data to work with when setting up the rest of your flow.

HUBSPOT Hubspot CRM- Triggers
This Trigger could be used for automating the retrieval of specific records from HubSpot regularly. For example, you might want to retrieve new contacts every 15 minutes.

Configuration Table:

Name*Retrieve Records using sample search
Connection*Select your connection or create one
Time outYou can additionally set the Trigger duration to limit the information processed per execution to optimize performance and resource usage.
Recurrence rule/scheduler*Set up your recurrence rule
Parameters
Entity*
(Set of data that contain information)		Select the entity from which data will be retrieved:
Contacts, Companies, Deals, Tickets, Calls, Emails, Notes, Tasks, Meetings, Products, Invoices, Quotes, Subscriptions, payments, Campaigns (Available in paid version Marketing Hub).
SearchEnter your search criteria
FieldsSelect the field property of the selected Entity to retrieve.
LimitSet the limit for the number of records retrieved. If not specified, it will retrieve the number of records defined by the API limit.
Preview DataYou are only able to see a preview of your search result after choosing a field to display.

(*) required field

⚠️ Reminder: Click “Use” to validate your Trigger with sample data before saving.

HubSpot owners are users assigned to specific contacts, companies, deals or tasks.
You could use this trigger to automatically retrieve the list of HubSpot owners and assign new leads to them.

Configuration Table:

Name*List HubSpot Owners
Connection*Select your connection or create one
Time outYou can additionally set the Trigger duration to limit the information processed per execution to optimize performance and resource usage.
Recurrence rule/scheduler*Set up your recurrence rule
Parameters
Filter by email addressSearch a specific owner by email address
limitSet the limit for the number of records retrieved. If not specified, it will retrieve the number of records defined by the API limit.
Preview DataPreview the retrieved data

(*) required field

⚠️ Reminder: Click “Use” to validate your Trigger with sample data before saving.

A Query Builder allows you to create complex SQL queries without having to write any code. This allows non-technical users to easily access and analyze data with a graphical user interface.
This Trigger will retrieve records from your HubSpot CRM Database with Wiresk’s Query Builder.

Configuration Table:

Name*Retrieve Records using Wiresk’s Query Builder
Connection*Select your connection or create one Refer to how to create a connection.
Time outYou can additionally set the Trigger duration to limit the information processed per execution to optimize performance and resource usage.
Recurrence rule/scheduler*Set up your recurrence rule
Parameters
Entity*
(Set of data that contain information)		Select the entity from which data will be retrieved:
Contacts, Companies, Deals, Tickets, Calls, Emails, Notes, Tasks, Meetings, Products, Invoices, Quotes, Subscriptions, payments, Campaigns (Available in paid version Marketing Hub).
Configure FilterAdd filters to narrow down the records that will be retrieved.
Configure ColumnsConfigure which columns or fields of data will be retrieved and included in the output.  

Number of records: By default, 10 records will be shown.

Begin at record: The display starts at record 0.

Edit Columns: Customize which columns are displayed and retrieved. Minimum 1 column, maximum 50 columns.

Configure Sorting: This option is for sorting the data in the columns by Ascending or descending order.

Preview Data: To visualize the records, you must select at least 1 Columns.
If you get this message:” Cannot convert undefined or null to object”, it means there is no records.

(*) required field

⚠️ Reminder: Click “Use” to validate your Trigger with sample data before saving.

This Trigger looks for records that have been newly created in HubSpot since the last time the Trigger ran.

Example of use case in Customer Support:
Automatically retrieve newly created support tickets from HubSpot since the last check and assign them to the appropriate support agents.

Configuration Table:

Name*Retrieve New Records
Connection*Select your connection or create one
Time outYou can additionally set the Trigger duration to limit the information processed per execution to optimize performance and resource usage.
Recurrence rule/scheduler*Set up your recurrence rule
Parameters
Entity*
(Set of data that contain information)		Select the entity containing the records
Fields*Select the field property of the selected Entity to retrieve.
LimitSet the limit for the number of records retrieved. If not specified, it will retrieve the number of records defined by the API limit.
Preview DataPreview the retrieved data

(*) required field

⚠️ Reminder: Click “Use” to validate your Trigger with sample data before saving.

This Trigger will return records from HubSpot that have been updated since the last time the trigger was executed.

Configuration Table:

Name*Retrieve Updated Records
Connection*Select your connection or create one
Time outYou can additionally set the Trigger duration to limit the information processed per execution to optimize performance and resource usage.
Recurrence rule/scheduler*Set up your recurrence rule
Parameters
Entity*
(Set of data that contain information)		Select the entity containing the records
Fields*Select the field property of the selected Entity to retrieve.
LimitSet the limit of records retrieved
Set the limit for the number of records retrieved. If not specified, it will retrieve the number of records defined by the API limit.
Preview DataPreview the retrieved data.
Choose a field to be able able to preview the data.

(*) required field

⚠️ Reminder: Click “Use” to validate your Trigger with sample data before saving.

In HubSpot, an “association” refers to the relationship between different CRM objects such as contacts, companies, deals, tickets, etc.
This Trigger will return the IDs of CRM objects associated with a given object, based on the specified association type.

Configuration Table:

Name*Retrieve Associations
Connection*Select your connection or create one
Time outYou can additionally set the Trigger duration to limit the information processed per execution to optimize performance and resource usage.
Recurrence rule/scheduler*Set up your recurrence rule
Parameter
From Entity*
(Set of data that contain information)		Select the entity containing the dataset of your record ID
Entity Record ID*Select the record from your selected entity
To Entity*Select the association type
Limit*Set the limit for the number of records retrieved. If not specified, it will retrieve the number of records defined by the API limit.
Preview DataPreview the retrieved data

(*) required field

⚠️ Reminder: Click “Use” to validate your Trigger with sample data before saving.

HUBSPOT Hubspot CRM- Triggers
Require Developer API Key & App ID in app connection, refer to the connection steps.
This Trigger retrieves app-specific timeline event types.

Configuration Table:

Name* List Timeline Event Template
Connection*Select your connection or create one
Time outYou can additionally set the Trigger duration to limit the information processed per execution to optimize performance and resource usage.
Recurrence rule/scheduler*Set up your recurrence rule
Parameters
Preview DataPreview the retrieved data

(*) required field

⚠️ Reminder: Click “Use” to validate your Trigger with sample data before saving.

This Trigger retrieves a list of files stored in file manager.

Configuration Table:

Name*Retrieve Files
Connection*Select your connection or create one
Time outYou can additionally set the Trigger duration to limit the information processed per execution to optimize performance and resource usage.
Recurrence rule/scheduler*Set up your recurrence rule
Parameters
Filter by* This field allows you to select the criteria that will be used to filter the files.
ID
Created at
Name
Path
Path Folder ID
Size
Height
Width
Encoding
Type
Extension
URL
Created at – Is less Than
Created at – is Greater Than
updated at
Updated at – is less Than
Updated at – is Greater than
value*
Input the specific value corresponding to the filter criteria.

example of value:

ID: “122692044085”
Created at: “2023-06-28T17:56:45.393Z”
Name: ‘file”
Path: “/library/cat_archive/file.png”
Path Folder ID: “122692510820”
Size: 24574
Height: 219
Width: 225
Encoding: “png”
Type: “IMG”
Extension: “png”
URL: “https://12345.fs1.hubspotusercontent-na1.net/hubfs/12345/library/cat_archive/file.png”
Usable in contentsTrue: shows files that has been marked to be used in contents.
False: shows files that cannot be used in contents.
Allow anonymous accessTrue: shows private files
False: shows public files
LimitSet the limit for the number of records retrieved. If not specified, it will retrieve the number of records defined by the API limit.
Preview DataPreview the retrieved data

(*) required field

⚠️ Reminder: Click “Use” to validate your Trigger with sample data before saving.

Once your Flow is configured, you can test or automate it using the Run panel or by managing Triggers from the Flow Management screen.

  • Run Flow: Manually runs the Flow once using sample data. Ideal for testing logic and field mapping. See How to Run a Flow.
  • Run Scheduler: Force-runs the Trigger immediately using live input. This bypasses the recurrence rule and is useful for verifying real data mapping. Learn more in Wiresk Scheduler – The Fundamentals.

From the Trigger management panel (clock icon), you can:

  • Activate or deactivate Triggers
  • Force-run the scheduler
  • Copy Routing Keys (for HTTP Triggers)

If your Flow uses a Webhook Trigger, it runs automatically on each incoming webhook—no scheduler required. It remains active until you manually deactivate it.