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Log every AI output with a timestamp and model version to properties for QA and rollback

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.

Contact13 stepsUpdated for HubSpot seat pricing
OutcomeEvery value written by an AI action carries a date, a version label and a copy of the value it replaced. After a bad prompt change you can list the affected records and restore the previous values in one bulk action.
Workflow mapai-agents-025
Record reaches the AI step leads to Copy current value to previous value. Copy current value to previous value leads to Increase run count, run the AI action. Increase run count, run the AI action leads to Output is known. Output is known leads to No: Set unclassified, stamp date and version, review task; Yes: Write the new value. Write the new value leads to Stamp date, version, workflow name, QA not reviewed. Stamp date, version, workflow name, QA not reviewed leads to Rollback workflow restores previous value by version. No Yes Record reaches the AI step Copy current value to previous value Increase run count, run the AI action Output is known Set unclassified, stamp date and version, review task Write the new value Stamp date, version, workflow name, QA not reviewed Rollback workflow restores previous value by version
Record reaches the AI step leads to Copy current value to previous value. Copy current value to previous value leads to Increase run count, run the AI action. Increase run count, run the AI action leads to Output is known. Output is known leads to No: Set unclassified, stamp date and version, review task; Yes: Write the new value. Write the new value leads to Stamp date, version, workflow name, QA not reviewed. Stamp date, version, workflow name, QA not reviewed leads to Rollback workflow restores previous value by version. No Yes Record reaches the AI step Copy current value to previous value Increase run count, run the AI action Output is known Set unclassified, stamp date and version, review task Write the new value Stamp date, version, workflow name, QA not reviewed Rollback workflow restores previous value by version

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 around every AI action that writes to a property. The other specs in this category point here for the stamp. It is shown with "Data Agent: Custom prompt" filling a category, and works the same for "Data Agent: Research", "Summarize record", "Run agent" and "Use a custom LLM".
  • Use it before you change a prompt that already ran on thousands of records. Without a version stamp, the old and new results are mixed with no way to tell them apart.
Read more on when to use itShow less

Skip it

  • Do not use it as a full audit trail. It keeps the current value and one previous value. The property history on the record keeps the full list of changes with dates.
  • Do not create a log set per AI workflow without thinking. Four properties per AI output add up. Share the log properties when one record has one AI output, and create a dedicated set only where two outputs coexist.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 12 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 · 13 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 · 3 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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