What are Process Rules?
Process Rules are the ability to serve a notification on a HubSpot object (both native and custom) that delivers the right content at the right moment. Process Rules automate the delivery of essential process documentation, allowing your team and clients to stay informed and on track throughout their work cycles.
⚡️Supered Insight: IF you do not have a data connection, you will need to reconnect HubSpot. The app will walk you through how to do this, if necessary. Unlike other Supered features, Process Rules require a HubSpot connection to validate data.
Video Time Stamps
Video Time Stamps
0:00-0:37 [What are Process Rules & How do they work?]
0:37-3:45 [How do you create Process Rules?]
3:45-4:45 [How do you test a Process Rule is working correctly?]
4:45-5:24 [Analytics]
How do Process Rules Work?
Data Validation: Process Rules will serve when the logic filtering you've applied has been matched.
HubSpot Schema: Supered pulls in the connected HubSpot account's schema, so all properties (including custom properties) are available for data validation.
Cross-Object Data Validation: Process Rules can be created + served when an associated object's data validation is matched.
Example: A Process Rule can flag on a Deal when the Associated Company is missing critical information.
Content Display Options: Process Rules can be displayed as single-line texts ("Rule text"), single-line text AND a connected card ("More Info"), OR as an embedded card.
Custom Rule Types: By default, Supered provides "Error" red, "Warning" yellow, and "Positive" green notification types, but you can add custom rule types to further customize your HubSpot.
Visibility: You can restrict Process Rules so only certain users or groups can see them.
How do you create a Process Rule?
⚡️Supered Insight: Need help building a process rule? You can sign up for Process Rules Camp by clicking HERE, you can ask questions in SuperedJam using the #07-get-help channel, or you can attend Office Hours with the Cert team on Tuesday, Wednesday, or Thursday at 9:30am EST (click here to join)!
Navigate to the "Processes" section in Supered
Click "Create Rule"
Define each item in your "Basics" section:
Name: Internal for organizational use.
Rule Type: Standard (Error - red, Warning - yellow, Positive - green) or Custom (color-coded).
Provider: HubSpot or SalesForce
HubSpot Object: Choose where the rule will flag (e.g., deal, company, custom objects).
Define each item in your "In Page" section:
"In Page" = how it will be reflected in your CRM
Display Title: Visible tag on the flagged object (e.g., "Close Past Due").
Connected Card: Optional details or embedded display.
Rule Text: Concise explanation of the flag for clarity.
Set your "Audience" visibility:
All users.
Specific groups (e.g., onboarding teams, individuals needing extra support).
Set your "Logic" requirements:
Filter Logic:
Select properties from the chosen HubSpot object for validation (e.g., competition status).
Operators like equals, not equals, is known, etc., refine logic.
Group Logic:
Combine conditions (AND, OR).
Associations:
"No matching" — There are no associated records that meet the filter criteria. If the filters are empty, this is the same as saying "There are no associated deals."
"At least 1 matching" — There is an associated record that meets the filter criteria.
"All matching" — There is at least 1 associated record. Every associated record of this type matches the filter criteria.
Once all of your parameters are set, you can click SAVE.
Refresh HubSpot and see your rule in action!
How do I test a Process Rule?
You can use Object IDs to test specific cases and ensure your rule is working properly. On the "Logic" screen of your Process Rule, you'll see an area on the right hand side for testing rules. Paste the object ID that you want to test the rule against into the box. The object ID is the number on the backend of your CRM webpage.
❌ Doesn't flag, record does not match the rule
✅ Flags, the record does match the rule
How do I view Analytics for a Process Rule?
You can view the analytics of each Process Rule by clicking into the Process Rule you want to view and clicking on the "Analytics" tab. You'll see a list of flagged object ID's and the trigger dates. You can then click into the Object ID and correct any data that is missing.
Why is my Process Rule not working?
Here are some of the most common reasons that a Process Rule may not be working:
Your Supered account is not connected to the correct HubSpot instance OR Supered has insufficient access to display Process Rules correctly
Fix: Reconnect to HubSpot account and have "Process Enforcement" button checked off
The logic isn't set correctly
Fix: Use the "Test Object ID" to validate your data
Your account has a limit so more than X amount of active rules will cause all others to be disabled
Fix: Upgrade! 🎯
You have disabled the rule
Fix: Enable it in the Builder screen
⚡️Supered Insight: Still having issues? You can ask questions in SuperedJam using the #07-get-help channel, or you can attend Office Hours with the Cert team on Tuesday, Wednesday, or Thursday at 9:30am EST (click here to join)!
What else can I do with Process Rules?
Here is an extensive list of things that you can do with the Process Rule Engine. Over time, there could be more!
Create simple filters on basic properties
Create complex logic using AND / OR and unlimited grouping capabilities
Numeric comparisons (greater than, less than, etc.)
Date comparisons (date within X days from now, etc.)
Multi-value comparisons (is any of, is none of, etc.)
Cross-object rules
Example: "Does this deal over $5000 have a champion contact associated with it?"
Example: "Is this deal associated to a company that's already a customer?"
How can I add a cross-object filter to a rule?
Click the "Association" button to define a cross-object group.
The rule will turn a blue color, so you know that you're inside of a cross-object group.
From here, you can add filters on the associated object, or set up a nested cross-object rule.
Create a process rule that targets a specific team in HubSpot
To do this, you will need to locate the team ID's
Are there any known limitations to Process Rules?
We aim to have the best experience possible for you. Sometimes we run into limitations with what different APIs can do, and we'll be unable to build a feature the perfect way we want to.
Option properties may not include available options: Properties with static option values (you typed out the list) will work in the builder. But a property with a dynamic list (such as user ID) will appear as an empty text box. You can still use this field in your rule, but you'll need to identify the correct value (not label) by looking in the property interface of HubSpot.
What are some Best Practices when it comes to Process Rules?
Layered Builds: Have a complex process? Add multiple process rules to help define each stage inside of the HubSpot object with different display types.
Best Practices + Next Steps: Serve sales enablement content based on data points.
Example: MEDDIC or BANT sales methodologies.
Automation Warnings: Let your team know what automation will trigger or has been triggered based on updating properties.
Battlecards: Give competitor intel in the flow of work.
Process Enforcement: Let your team know what challenges they will face based on the current data in their object.
Example: Discount is too high for the finance team!
Missing Information: Alert your reps to the required fields BEFORE they try to move pipeline stages.
Customer Asked Questions
Drop your questions into our SuperedJam Slack channel - #07-get-help - we'll be sure to answer your question directly + provide the response right here for other users to benefit from in the future! |
How do I get the HubSpot Teams property to work as a filter in process rules?
In order to filter a HubSpot team, you need the team's ID instead of the team's name. There is a limitation with HubSpot API where we can't always show the proper options because they're not available to use.
Steps to Locate the Team ID:
Go to the property of the object (any object should work)
Search for the Team Name and click into that team
Select Field Type on the left side
You'll see the Team ID options on the right hand side.
Go back to the Process Rule and select: Team ID "is any of" and insert the ID number.
Update Filter.