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Job title standardization via lookup mapping

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
OutcomeJob titles entered as free text ("VP Sales", "Vice President of Sales", "Sales VP") collapse into one standard title, so persona-based segmentation and lead scoring can filter on job title reliably.
Workflow mapdata-quality-014
Job title known, not yet standardized leads to Custom code: lookup table match. Custom code: lookup table match leads to Match found?. Match found? leads to yes: Set standardized title, status = Standardized; no: Status = Needs manual review. Status = Needs manual review leads to Add to review list + create task. yes no Job title known, not yet standardized Custom code: lookup table match Match found? Set standardized title, status = Standardized Status = Needs manual review Add to review list + create task
Job title known, not yet standardized leads to Custom code: lookup table match. Custom code: lookup table match leads to Match found?. Match found? leads to yes: Set standardized title, status = Standardized; no: Status = Needs manual review. Status = Needs manual review leads to Add to review list + create task. yes no Job title known, not yet standardized Custom code: lookup table match Match found? Set standardized title, status = Standardized Status = Needs manual review Add to review list + create task

When to use it, when not to

Use it

  • Use it when Job title is free text and marketing or sales segmentation depends on grouping similar titles together (all VP-level sales titles into one persona bucket, for example).
  • Use it when lead-scoring rules key off job title keywords and inconsistent phrasing is causing missed matches.
Read more on when to use itShow less

Skip it

  • Do not use it expecting full seniority or department inference from an arbitrary title. This workflow maps known variants to known standard values; a completely new, unmapped title just gets queued for review, it does not get guessed at.
  • Do not use it as a replacement for a properly designed persona property if your portal already derives persona from multiple signals (title, industry, company size). This workflow only cleans the title field itself.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 4 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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