WorkflowThrottle Documentation

Your comprehensive guide to controlling workflow speed and preventing rate limits in HubSpot

From installation to advanced throttling strategies, we've got you covered with detailed guides and examples to help you master WorkflowThrottle.

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Get up and running with WorkflowThrottle in minutes. Follow our simple installation guide.

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Detailed guides and examples for mastering workflow throttling.

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See WorkflowThrottle in Your HubSpot Workflow

🛡️ Prevent API rate limits and protect your workflows

Process 10 records every 30 seconds • 50 records every 5 minutes • 100 records every hour

Workflow Actions

1. Throttle and queue workflow processing

Intelligently throttle and batch process workflow actions to prevent rate limiting.

✓ Process 10 records at a time

✓ Wait 30 units between batches

✓ Seconds for rapid processing

1. Throttle and queue workflow processing

Process 10 records every 30 seconds to prevent rate limiting errors.

What This Example Shows

Configuration Fields:

  • • Batch Size - How many records to process at once (1-100)
  • • Delay Amount - How long to wait between batches
  • • Time Unit - Seconds, Minutes, or Hours

Remember:

  • • Start with conservative settings
  • • Test with small batches first
  • • Adjust based on API limits
Installation & Setup

Getting started with WorkflowThrottle is incredibly simple - just one click to install!

1. Prerequisites

  • • Active HubSpot account
  • • Admin access to HubSpot
  • • HubSpot plan with Workflows

2. Installation

Click Install. You'll be redirected directly to HubSpot's secure OAuth authorization page to connect the app.

3. Confirmation

Once authorized, you'll receive a success message. Then you're ready to start throttling workflows!

Detailed Installation Steps

Step 1: Get Your Free Plan

  • Start with our Forever Free plan - no credit card required
  • Confirm you have Admin access to your HubSpot portal
  • Check that your HubSpot plan includes Workflows

Step 2: Installation Process

  1. Click the "Install WorkflowThrottle" button on our homepage
  2. You'll be redirected directly to HubSpot's OAuth authorization page
  3. Review and accept the permissions request in HubSpot (only requires Workflows permission)
  4. Wait for the success confirmation message

Step 3: Start Using WorkflowThrottle

After successful installation, you can immediately:

  • See "Throttle and queue workflow processing" action available in your HubSpot workflows
  • Begin controlling workflow speed across all HubSpot objects
  • Process up to 100 throttle requests per day with your Free Forever plan
  • Contact our support team if you need assistance
How to Configure WorkflowThrottle in Workflows

Setting up WorkflowThrottle is simple - just add it to any HubSpot workflow before actions that need rate limiting, like webhooks or custom code.

Throttle and queue workflow processing
Intelligently throttle and batch process workflow actions to prevent rate limiting.

Max delays: 300 seconds, 60 minutes, or 12 hours.

Number of records to process at once. Start with 10-20 for testing.

How long to wait between batches. Max: 300 (seconds), 60 (minutes), 12 (hours).

Choose seconds for rapid processing, minutes for moderate pacing, or hours for overnight operations.

Batch Size

Controls how many records are processed together in each batch.

Examples:

  • • 10: Conservative, for strict APIs
  • • 50: Balanced performance
  • • 100: Maximum throughput

Delay Amount

Sets the wait time between processing each batch of records.

Limits by unit:

  • • Seconds: 1-300
  • • Minutes: 1-60
  • • Hours: 1-12

Time Unit

Determines the scale of your delay between batches.

When to use:

  • • Seconds: Testing & fast APIs
  • • Minutes: Standard workflows
  • • Hours: Large data syncs

Common Configuration Examples

🔗 Webhook Protection

For external API calls with rate limits:

Batch: 10 | Delay: 30 | Unit: Seconds

📧 Email Campaigns

Natural email delivery pacing:

Batch: 25 | Delay: 5 | Unit: Minutes

🔄 CRM Sync

Large data synchronization:

Batch: 100 | Delay: 2 | Unit: Hours

🧪 Testing

Initial workflow testing:

Batch: 1 | Delay: 10 | Unit: Seconds

Important Considerations

  • Place WorkflowThrottle BEFORE webhook/API actions
  • Start with small batch sizes for testing
  • Monitor workflow execution times

Best Practices

  • Test with re-enrollment disabled first
  • Use seconds for testing, longer delays for production
  • Document your throttle settings in workflow notes
Rate Limits & Processing

Understanding WorkflowThrottle's processing limits and how requests are counted

Free Forever

• 100 throttle requests/day
• Full feature access
• Email support
• No time limits

Professional

• 5,000 throttle requests/day
• Priority support
• Advanced strategies
• Custom integration help

How WorkflowThrottle Request Counting Works

Important: Each record counts as one request

WorkflowThrottle counts requests based on the number of records processed, not the number of batches:

  • 100 records processed = 100 requests (regardless of batch size)
  • 500 records processed = 500 requests (regardless of batch size)
  • 1,000 records processed = 1,000 requests (regardless of batch size)

Batching controls timing and rate limits - it doesn't reduce request count.

Small Batch Example

Processing 100 contacts with conservative settings:

Configuration: • Batch Size: 10 records • Delay: 30 seconds How it works: • 10 batches (100 ÷ 10) • 100 throttle requests used • Total time: ~5 minutes

Free plan: Uses 100 of 100 daily requests
Pro plan: Uses 100 of 5,000 daily requests

Large Batch Example

Processing 1,000 records with efficient settings:

Configuration: • Batch Size: 100 records • Delay: 2 minutes How it works: • 10 batches (1,000 ÷ 100) • 1,000 throttle requests used • Total time: ~20 minutes

Free plan: Exceeds daily limit
Pro plan: Uses 1,000 of 5,000 requests

How Your System Actually Works

  1. 1. Workflow sends 100 records → WorkflowThrottle receives them
  2. 2. WorkflowThrottle batches them (e.g., into 10 batches of 10 records each)
  3. 3. Still counts as 100 requests against the daily limit

The batching is just for processing efficiency and rate limit protection - it doesn't reduce the request count.

Optimization Tips

  • Choose your plan based on total records processed daily
  • Use larger batch sizes for faster processing (when rate limits allow)
  • Monitor your daily usage to avoid hitting limits
Real-World Use Cases

See how businesses use WorkflowThrottle to solve real workflow challenges

Webhook Rate Limiting

Prevent overwhelming external servers with webhook calls.

Scenario: Sending order data to fulfillment API Problem: API allows max 100 requests/minute Solution with WorkflowThrottle: • Batch Size: 20 records • Delay: 15 seconds • Time Unit: Seconds Result: 80 requests/minute (within limit)

Benefits:

  • Zero API errors
  • Predictable processing
  • No lost data

Email Campaign Pacing

Natural email delivery that avoids spam filters.

Scenario: Welcome series to 1,000 new leads Problem: Bulk sends trigger spam filters Solution with WorkflowThrottle: • Batch Size: 25 emails • Delay: 10 minutes • Time Unit: Minutes Result: Natural delivery over 6.7 hours

Benefits:

  • Better deliverability
  • Authentic feel
  • Higher engagement

CRM Sync Operations

Controlled data sync with Salesforce or other CRMs.

Scenario: Nightly sync of 10,000 contacts Problem: Salesforce API limits Solution with WorkflowThrottle: • Batch Size: 100 records • Delay: 2 hours • Time Unit: Hours Result: Sync completes overnight safely

Benefits:

  • Respects API limits
  • No sync failures
  • Automated process

Custom Code Protection

Prevent custom code actions from hitting execution limits.

Scenario: Complex calculations via custom code Problem: HubSpot execution time limits Solution with WorkflowThrottle: • Batch Size: 5 records • Delay: 10 seconds • Time Unit: Seconds Result: Each action completes safely

Benefits:

  • No timeout errors
  • Reliable execution
  • Better debugging

Pro Tips for Different Scenarios

  • For APIs: Check their rate limit documentation first
  • For emails: Mimic human sending patterns
  • For data sync: Run during off-peak hours
  • For testing: Start with 1 record batches
Troubleshooting & FAQs

Common questions and solutions for WorkflowThrottle

Common Issues & Solutions

Workflow still hitting rate limits

Your workflow is still experiencing API errors despite using WorkflowThrottle.

Solution:

  • Reduce batch size (try 5-10 records)
  • Increase delay between batches
  • Check if WorkflowThrottle is placed BEFORE the API action
  • Verify the external API's actual rate limits

Workflow taking too long to complete

Processing is too slow with current throttle settings.

Solution:

  • Increase batch size (up to 100)
  • Reduce delay time if API allows
  • Consider using minutes instead of hours
  • Run workflow during off-peak times

Not sure what settings to use

Unsure about optimal batch size and delay configurations.

Guidelines:

  • Start conservative: 10 records, 30 seconds
  • Test first: Run on a small sample
  • Monitor results: Check for errors
  • Gradually increase: Adjust based on success

Frequently Asked Questions

Q: Can I use multiple WorkflowThrottle actions in one workflow?

A: Yes! You can add WorkflowThrottle before each action that needs rate limiting. Each instance can have different settings based on the specific API or action requirements.

Q: What happens if my workflow is interrupted?

A: WorkflowThrottle maintains its position in the queue. If a workflow is paused or encounters an error, it will resume from where it left off when restarted.

Q: How do I calculate the total processing time?

A: Total time = (Number of records ÷ Batch size) × Delay time. For example: 1,000 records with batch size 20 and 30-second delay = 50 batches × 30 seconds = 25 minutes.

Q: Can WorkflowThrottle handle re-enrollment?

A: Yes! WorkflowThrottle works perfectly with re-enrollment. Each enrollment is processed according to your throttle settings, maintaining proper pacing even with multiple enrollments.

Need More Help?

Our support team is here to help you optimize your workflows and troubleshoot any issues.

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