2 ways to assign Salesforce tasks from HubSpot
Easily automate repetitive actions like leadscoring & follow-up reminders
Workflows in HubSpot are built to handle repetitive actions, things like lead scoring, follow-up reminders, and nurture steps.
When synced correctly, those workflows can also trigger activity in Salesforce.
That means a single action in HubSpot (like a form submission or lead score increase) can automatically generate a Salesforce task, complete with due dates, priorities, and owners.
Catch up on the difference between HubSpot Workflows and Salesforce Flows if you have any doubts.
Let’s continue.
1. Creating a Salesforce task for a contact owner
If you want tasks to flow to whoever owns the contact record in HubSpot (or the integration user), you can set this up directly inside a workflow.
- Create your workflow in HubSpot and set the enrollment criteria.
- Add the “Create Salesforce Task” action at the right step.
- Fill in task details: assignee, status, priority, due date, subject, and description.
- Activate the workflow and test it to confirm tasks are appearing in Salesforce as expected.
2. Creating a Salesforce task for a specific user
Sometimes you need tasks routed to a particular Salesforce rep, not just the contact owner.
That takes a bit of setup:
- Confirm activity sync. In HubSpot, go to Settings → Connected Apps → Salesforce → Activities and check that task sync is turned on. Select which HubSpot activities should map over to Salesforce.
- Add Salesforce users to HubSpot. Import your Salesforce user list so HubSpot can recognize them as valid task owners. Go to Settings → Users → New User → Create Multiple Users at Once → Salesforce. Select all active users, assign permissions, and save. (You can disable the invitation email if you don’t want to give HubSpot login access.)
- Build your workflow. In the workflow tool, choose “Create task,” then assign it to the specific Salesforce user. Once live, tasks will sync into Salesforce with the correct owner automatically.
Any drawbacks to watch out for?
The process is straightforward, but it depends on a clean integration. If user sync or activity mapping isn’t set correctly, tasks can misfire or show up under the wrong owner.
Testing each workflow before rolling it out broadly avoids confusion.
Final note: If you’re managing multiple workflows and task types, it’s worth documenting your naming conventions and mapping rules so sales knows exactly what to expect in Salesforce. This avoids “mystery tasks” cluttering up reps’ queues.
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FAQs: Salesforce tasks
How do task assignments work?
Workflows can send Salesforce tasks to the HubSpot contact owner, the integration user, or any Salesforce user you’ve synced into HubSpot.
Can I customize task criteria?
Yes. You can set triggers and conditional logic so tasks only fire under the right circumstances, say, when a lead hits a score threshold, belongs to a target industry, or is tied to a high-value opportunity.
Still lost? See HubSpot’s official guide on creating Salesforce tasks from workflows.
