When an Aloware action runs inside a HubSpot workflow, most failures fall into a small set of patterns: a user is missing a personal line, a contact has a duplicate phone number in HubSpot, the phone field selected in the action is empty on the resolved contact, or no associated contact matches the chosen association label.
This article lists those scenarios, explains what the system does in each case, and gives the fix so the workflow can complete successfully on the next run.
User does not have a personal line
If Send As is set to a specific agent (or a Contact Owner) and the resolved user has no personal line, the SMS cannot be sent. Two notification states are possible:
Selected line has no phone number on it - "We don't have a usable phone number on the selected line."
Contact Owner's user has no personal line routed to them -"Please associate a personal line with this contact to ensure smooth message delivery."
Best practice: when using a contact-owner-based send as, also set an explicit phone number field so the action has a fallback.
Common workflow error scenarios
Scenario | Cause | System behavior | What to do |
Message processed successfully | — | Logged with severity | None. |
Duplicate contact detected | Same phone number on multiple HubSpot contacts. | Branch blocked; | Merge or clean duplicates in HubSpot, then retry. |
Contact not messaging-enabled | Number disabled in HubSpot or carrier-restricted. | Branch blocked; error in HubSpot history; stakeholders notified. | Verify and enable messaging on the contact, then retry. |
Invalid phone number format | Not E.164 or a landline. | Branch blocked; | Correct the number (e.g., |
Deal Owner not resolved | No Deal Owner, owner not mapped to Aloware, or missing Deal ID. | Falls back to HS::Contact Owner → Alo::Contact Owner. If neither exists, SMS not sent. | Assign a Deal Owner in HubSpot or map the user to Aloware. |
No contact matches selected association label | No associated contact has the selected label. | No SMS sent; info/warning log. | Verify labels are assigned correctly on the Deal/Company/Ticket. |
Selected phone field empty on resolved contact | Contact has no value in the chosen phone field. | Action fails gracefully; no SMS sent. | Add the missing number to the chosen phone field. |
Where to read the logs
Every time an Aloware action runs inside a HubSpot workflow, it leaves a record you can review.
To find it, open the workflow in HubSpot and go to the workflow's history. Each contact who went through the workflow will have a list of entries showing what happened.
Each entry includes:
A short message describing what happened (for example, "SMS sent successfully" or "Contact saving issue").
The date and time the action ran.
The phone number involved.
A reference ID for the action (useful if you need to ask Aloware support to look it up).
A label showing how important the entry is: info (everything is fine), warning (something to look at), or error (something went wrong).
If you only want to see issues, filter the list to warning or error entries.
What the four status messages mean
When Aloware finishes running an action, HubSpot will show one of four results next to it:
Successfully processed HubSpot workflow event - the action finished without issues.
Partially processed HubSpot workflow event - some of it worked, but part of it was skipped or fell back to a backup option (for example, the Deal Owner couldn't be found and the system used the Contact Owner instead).
Problem when processed HubSpot workflow event - there was an issue serious enough to surface, but the workflow may keep going.
Error when processed HubSpot workflow event - the action could not run, the workflow branch was stopped, and the people on your notification list will get an alert.
Who gets notified
If your team has notifications turned on, the right people will get an alert that includes the workflow name, the contact or deal involved, when it happened, what went wrong, and what to do next. You will only get one alert per issue, even if HubSpot retries the action automatically.