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Infer seniority and function from free-text job titles into a persona enumeration

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: Marketing Hub Professional.

Contact18 stepsUpdated for HubSpot seat pricing
OutcomeEach contact with a job title gets one persona value that combines seniority and function. Lists, nurture branches and reports segment on a dropdown instead of on hundreds of title spellings.
Workflow mapai-agents-020
Contact with a job title, persona unknown leads to Title matches a keyword rule. Title matches a keyword rule leads to Yes: Set persona, source rule, no AI run; No: Data Agent Custom prompt maps the title. Data Agent Custom prompt maps the title leads to Output is known. Output is known leads to No: Set unclassified, appears in the review list; Yes: Set persona, source ai, stamp date. Yes No No Yes Contact with a job title, persona unknown Title matches a keyword rule Set persona, source rule, no AI run Data Agent Custom prompt maps the title Output is known Set unclassified, appears in the review list Set persona, source ai, stamp date
Contact with a job title, persona unknown leads to Title matches a keyword rule. Title matches a keyword rule leads to Yes: Set persona, source rule, no AI run; No: Data Agent Custom prompt maps the title. Data Agent Custom prompt maps the title leads to Output is known. Output is known leads to No: Set unclassified, appears in the review list; Yes: Set persona, source ai, stamp date. Yes No No Yes Contact with a job title, persona unknown Title matches a keyword rule Set persona, source rule, no AI run Data Agent Custom prompt maps the title Output is known Set unclassified, appears in the review list Set persona, source ai, stamp date

When to use it, when not to

Use it

  • Use it when Job title is free text from forms and imports, and persona lists are built with long "contains any of" filters that miss half the titles.
  • Use it when a small number of personas drives content: 6 to 9 values. More than that and the model splits hairs between neighbours.
Read more on when to use itShow less

Skip it

  • Do not use it where a rule does the job. "Chief", "CEO", "Founder" and "VP" are caught by a plain branch at no cost. The spec runs those rules first and sends only the rest to the AI action.
  • Do not use it to decide lead routing or qualification alone. A title says little about budget or need. For a qualification that reads several fields, see ai-agents-021.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 8 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 · 18 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 · 7 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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