Move a workflow to another account
Sometimes one workflow needs a new owner while the rest of the account stays put. A consultant builds it in their own account and hands it to the client, or a person leaves and the workflow has to keep running. This is different from transferring team ownership, which changes who owns the whole team.
Who can move it
Only the current owner of the workflow can hand it over. If the builder and the new owner are on different accounts, the builder needs a Teams plan to work inside the other account, so check that before the handover. If you are stuck, open a support ticket and we can move the workflow for you.
What does not move with it
Moving the workflow changes who owns it. It does not move the files underneath, and this is where handovers usually go wrong.
| Piece | What to do after the move |
|---|---|
| Template documents | Check the new owner can open each one. Copy or share them from the old owner's Drive or OneDrive. |
| Output folder | It is still in the previous owner's Drive. Open the workflow, go to Output locations, choose Customize, then Change folder, and pick a folder the new owner controls. |
| Email sender | Emails go out from the workflow owner's connected account. Reconnect the email block to the new owner's Gmail or Outlook. |
| Integrations | Check HubSpot and the file storage connection under Settings → Permissions. |
Switching from Google Drive to OneDrive
If the new owner works in Microsoft 365, change the output folder to OneDrive and switch any email block from Gmail to Outlook.
Connecting Microsoft can stop at a message asking you to ask an admin to approve Portant. Nothing is wrong with the account: the organization's Microsoft administrator has to approve the app first. Send them the screenshot of the message, and see Approving Portant in Microsoft 365 (Entra ID). Approval is given to the organization, so the next person at that company who connects Microsoft does not hit it again.
Sender address and aliases
Because the email comes from the owner's own account, a hand-over to a named person means their address on every email. To send from a neutral address, give the workflow to an account that owns that mailbox (for example an admin or team account). Aliases are set up through Gmail, so see Send from aliases before you plan around one.
Test before you rely on it
Run the workflow once on a test record in the connected HubSpot account. If the generated document has blank fields, a property was renamed, so update the tag to the current internal property name.