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Fill industry and company size on new companies with Data Agent: Fill Smart Property, with a review queue

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Sales Hub Professional.

Company12 stepsUpdated for HubSpot seat pricing
OutcomeEvery new company gets a proposed industry and a proposed employee count within minutes, and nothing reaches the default Industry and Number of employees fields until a person has approved it.
Workflow mapai-agents-004
Company created without industry or size leads to Fill Smart Property for AI industry then AI company size. Fill Smart Property for AI industry then AI company size leads to Both properties known. Both properties known leads to No: Set manual fill and create task; Yes: Set pending review and wait 5 business days. Set pending review and wait 5 business days leads to Review status. Review status leads to approved: Copy to Industry and Number of employees; rejected or pending: No copy and notify if still pending. No Yes approved rejected or pending Company created without industry or size Fill Smart Property for AI industry then AI company size Both properties known Set manual fill and create task Set pending review and wait 5 business days Review status Copy to Industry and Number of employees No copy and notify if still pending
Company created without industry or size leads to Fill Smart Property for AI industry then AI company size. Fill Smart Property for AI industry then AI company size leads to Both properties known. Both properties known leads to No: Set manual fill and create task; Yes: Set pending review and wait 5 business days. Set pending review and wait 5 business days leads to Review status. Review status leads to approved: Copy to Industry and Number of employees; rejected or pending: No copy and notify if still pending. No Yes approved rejected or pending Company created without industry or size Fill Smart Property for AI industry then AI company size Both properties known Set manual fill and create task Set pending review and wait 5 business days Review status Copy to Industry and Number of employees No copy and notify if still pending

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

When to use it, when not to

Use it

  • Use it when companies are created by form submissions, imports or reps, and half of them arrive with no industry and no size, which breaks routing and segmentation downstream.
  • Use it when someone in operations can spend ten minutes a day on a review queue. The queue is the point of this spec. Without a reviewer, use the no-review variant and accept the error rate.
Read more on when to use itShow less

Skip it

  • Do not use it when a paid enrichment source already fills both fields reliably. Two sources writing the same field create conflicts that nobody can explain later.
  • Do not use it to normalize values that are already present but messy. That is data-quality-015.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 9 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 12 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 6

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 5 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV

The properties JSON creates the fields in one call. The workflow JSON documents the build.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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