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State/province normalization to a standard two-letter code

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: Data Hub Professional.

7 steps
Per-hub plans: also Marketing Hub Professional

On per-hub plans, one of its steps belongs to another subscription: add to static list needs Marketing Hub Professional. Both are required to build it as written. On seat pricing the edition covers both.

Updated for HubSpot seat pricing
OutcomeState and province entries such as "California", "calif.", and "CA" all collapse into one standard two-letter code, so territory routing and address-based reports read the same value.
Workflow mapdata-quality-012
State and country known, not yet normalized leads to Custom code: lookup table match by country. Custom code: lookup table match by country leads to Match found?. Match found? leads to yes: Set two-letter code, status = Normalized; no: Status = Needs manual review. Status = Needs manual review leads to Add to review list + create task. yes no State and country known, not yet normalized Custom code: lookup table match by country Match found? Set two-letter code, status = Normalized Status = Needs manual review Add to review list + create task
State and country known, not yet normalized leads to Custom code: lookup table match by country. Custom code: lookup table match by country leads to Match found?. Match found? leads to yes: Set two-letter code, status = Normalized; no: Status = Needs manual review. Status = Needs manual review leads to Add to review list + create task. yes no State and country known, not yet normalized Custom code: lookup table match by country Match found? Set two-letter code, status = Normalized Status = Needs manual review Add to review list + create task

When to use it, when not to

Use it

  • Use it when State/Region is, or was, free text, and existing data has many spellings for the same state or province.
  • Use it before territory-based lead routing that filters on state, since inconsistent spellings silently miss records that should match.
Read more on when to use itShow less

Skip it

  • Do not use it on portals operating only outside the United States and Canada, where "state" is not the relevant administrative unit. Adapt the lookup table to the country's actual regions, or skip this workflow entirely.
  • Do not use it to normalize country values. See data-quality-004 for that; run it first, since state normalization here assumes a clean Country/Region to pick the right lookup table (US versus Canada).
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 5 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 · 7 numbered actions

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

Known pitfalls · 4

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

Test plan and UAT script · 4 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, code

The properties JSON creates the fields in one call. The workflow JSON documents the build. The custom coded action ships as a ready-to-paste .js file.

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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