HubSpot workflow automation ✨
Keep HubSpot as the CRM and system of record while a workflow or custom integration asks ProxiedMail to create controlled email identities for downstream teams.
No public or native HubSpot app is implied. This workflow uses HubSpot automation, API calls, custom properties, and your permission configuration.Use lifecycle data to decide when a protected client identity should become available.
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In the standard employee-to-client configuration, the client receives the message from the authorized company employee identity and replies normally—as if the employee had emailed them directly. ProxiedMail keeps the protected identity and routing in the company’s internal workflow. The exact sender-domain configuration is confirmed during deployment.
Example workflow
Jane Smith at jane@acme.com becomes acme-4831@relay.company.com for the post-sale team after Deal stage → Closed Won. The exact property visibility, workflow entitlements, and CRM permissions depend on the customer's HubSpot configuration and plan.
HubSpot remains the source of truth; ProxiedMail supplies and routes the controlled identity.
Create a protected identity when the right deal, account, or lifecycle condition is reached.
Use workflow automation instead of asking staff to create and copy aliases manually.
Retain external CRM IDs, ownership, and lifecycle context in the system your team already uses.
Process existing contacts through API or import tooling while preserving the mapping to CRM records.
Update authorization when account ownership or team responsibility changes.
Employees can continue using their normal email client after the protected identity is assigned.
HubSpot use cases
The workflow should reflect how your business moves a client between teams—not force every contact into the same rule.
Create a protected address as account or delivery work begins.
Update authorized users when a company, contact, or deal owner changes.
Apply protection at a defined customer stage instead of during early prospecting.
Create mappings for selected existing clients in a controlled batch process.
Technical integration
The existing ProxiedMail API creates proxy bindings at POST /api/v1/proxy-bindings. A custom integration maps the HubSpot record and your authorization rules around that resource; it should not assume a separate /protected-contacts contract.
POST /api/v1/proxy-bindings
{
"data": {
"type": "proxy_bindings",
"attributes": {
"real_addresses": ["jane@acme.com"],
"proxy_address": "acme-4831@relay.company.com"
}
}
}Clear answers
Yes. A customer-configured HubSpot workflow can invoke a custom integration or webhook when a deal reaches Closed Won, then write the returned protected identity to a custom property. Available workflow features depend on the HubSpot plan.
Not necessarily. Many deployments retain the real email in a restricted property or source system and add a separate protected-email property for downstream use. Your HubSpot permission model determines who can see each field.
Yes. An API or import process can create protected identities for a selected set of existing records and write the mappings back to HubSpot.
Yes. The protected identity is used in the employee's normal email workflow; ProxiedMail supplies the routing layer. The exact send and reply configuration depends on the deployment.
No. A custom integration can send only the fields required for the routing workflow. Data access is governed by the integration credentials and scopes you configure.
This page does not claim a public or native HubSpot Marketplace application. The described workflow uses API calls, webhooks, HubSpot automation, custom properties, and custom integration.
In employee-to-client deployments configured to preserve the company sender identity, clients see the authorized company employee as the sender and continue reading and replying as usual. ProxiedMail handles the protected identity and routing behind the company’s workflow. The exact visible address depends on the sender-domain and mail-routing configuration selected for the deployment.
Your company remains the owner of its client contact data, protected identity mappings, and business communications. ProxiedMail does not take ownership of that data; it processes the information required to provide the configured routing service. Access, retention, and infrastructure details are defined by the deployment and applicable agreement.
Share the deal stages, properties, teams, and email clients involved. We will help scope the custom workflow and routing model.
Book a call
Choose a convenient time for a 30-minute conversation about your workflow, integration, and infrastructure requirements.
Enterprise contact
Enterprise deployments are scoped based on workflow, infrastructure, integration, and usage requirements.
