Help validating workflow - HubSpot → Apollo → Slack integration for email campaign tracking

[Rishabhpandey]

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https://connect.pabbly.com/v2/app/workflow/share/WBBZa1AHCWpTGVI4AV4AJ1hMAwcFXwE4Bx5VR1JdVy9THlM4A0JaMFoWWHpXBFU0Vh8IYgFdAzgNGQYCUgQGdVdZABJRUlUvUh8CeQZTWGtYBllxUDE#

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Hi everyone,
We’ve built a workflow using Pabbly Connect and would love some feedback or suggestions to improve it.
Our goal - We want to track which leads or deals created in HubSpot originated from our email marketing campaigns. We run outreach sequences in Apollo.io and Instantly, and we want to automatically identify if a contact that becomes a lead or deal in HubSpot was part of one of those sequences.

Current workflow setup -

- Trigger: HubSpot — when a contact is updated or moves to a stage like Demo Scheduled, Demo Done, or Signed Up.
- Action: Search Apollo.io by email to check if the contact exists in our outreach sequence.
- Action: If a match is found, send a message to Slack with the contact details and deal stage.

What we need help witth -

- Is this the right approach to achieve our goal?
- Are there better ways to match contacts between HubSpot and Apollo/Instantly?
- Can we optimize this to avoid unnecessary API calls or improve reliability?
- Is there a way to tag or label deals in HubSpot to clearly show they came from email campaigns?

We’d really appreciate any advice, best practices, or examples from others who’ve done something similar.

Thanks in advance

 

[Preeti Paryani]

Hello @Rishabhpandey,

Thanks for clarifying your use case.

Could you please let us know how the leads are getting added or updated in HubSpot? This will help us better understand the entire scenario and provide more accurate guidance.

If you’ve already created any workflows for this setup, kindly share the workflow URLs in your next response so we can review them and assist you accordingly.

 

[Rishabhpandey]

Hello @Rishabhpandey,

Thanks for clarifying your use case.

Could you please let us know how the leads are getting added or updated in HubSpot? This will help us better understand the entire scenario and provide more accurate guidance.

If you’ve already created any workflows for this setup, kindly share the workflow URLs in your next response so we can review them and assist you accordingly.

Thanks for the quick response!


To clarify our setup -

• Leads in HubSpot are created both automatically (via website forms, demo booking links, IVR) and manually (by our team when needed).
• Since our email sequences in Apollo.io and Instantly include links to our website, users may visit and convert through multiple channels via website forms, demo booking links, IVR, but maybe their original source is email sequence.
• This makes it hard to pinpoint whether a lead or deal in HubSpot originated from our email campaigns.

Our goal -
We want to verify if a contact who becomes a lead or deal in HubSpot was part of an email sequence in Apollo or Instantly. If so, we’d like to tag or track that deal as “email-sourced" or atleeast we want to know count how many are their from same contact list.


Current workflow in Pabbly -

1. Trigger: HubSpot — when a contact is updated or enters a key stage (Demo Scheduled, Demo Done, Signed Up).
2. Action: Search Apollo.io by email to check if the contact is in any active sequence.
3. Action: If matched, send a Slack message with contact and deal info.

We’re trying to determine if this is the best way to track original source attribution from email campaigns.
Would love your thoughts on -

• How to improve this workflow or make it more reliable
• Whether there’s a better way to tag or label deals in HubSpot based on email sequence
• If anyone has solved a similar attribution challenge

Thanks again!

 

[Preeti Paryani]

Hello Rishabh,

Thanks for clarifying this.

In this case, your current setup seems to be an effective way to analyze and track the original source of leads.

 

[Rishabhpandey]

Hello Rishabh,

Thanks for clarifying this.

In this case, your current setup seems to be an effective way to analyze and track the original source of leads.

Thanks again for the feedback!

We’ve made progress, but we’re running into a challenge with our current workflow -

What’s happening now -​

• The workflow triggers when a contact is updated in HubSpot.
• It then searches Apollo by email to check if the contact exists in our outreach list.
• Regardless of whether there’s a match, it sends a Slack message with deal info.

The issue -​

• It’s not checking if the contact is actually part of our Apollo/Instantly sequence before sending the Slack message.
• As a result, we’re getting Slack alerts for all deals, even if they’re unrelated to our email campaigns.
• We also want to avoid duplicate alerts for the same contact/deal.

What we want to achieve -​

• Only send a Slack message if the contact exists in a specific Apollo list or sequence.
• Ideally, check if the contact is primary in that sequence (not just present in Apollo).
• Prevent duplicate alerts for the same contact/deal.

Our question -​

• Is there a way in Pabbly to filter HubSpot contacts against a specific list or tag from Apollo?
• Can we use a lookup or condition to only proceed if the contact is part of a defined email sequence?
• Any tips on how to structure this logic to avoid duplicates?

We’d really appreciate any guidance or examples from others who’ve solved something similar. Happy to share our workflow URL if that helps.


Thanks again for your support!

 

[ArshilAhmad]

It seems you hadn’t mapped the email address in the Apollo action step. We have mapped the email address from the HubSpot trigger step on your behalf.

We have also added a Filter as step 3 in your workflow to ensure that the next step is executed only if the contact exists in your Apollo account. These changes should help you achieve your desired use case.

Thanks & Regards,
Arshil Ahmad
Customer Support Associate
Pabbly.com
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