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Custom object required-field enforcement on creation

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

Enterprise

Seat pricing: Enterprise 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 Enterprise.

Custom4 stepsUpdated for HubSpot seat pricing
OutcomeNew custom object records missing a required field get flagged and routed to a task immediately, instead of an incomplete record sitting unnoticed until someone downstream tries to use it.
Workflow mapdata-quality-032
Vendor record created or edited leads to Vendor name or Payment terms missing?. Vendor name or Payment terms missing? leads to yes: Status: Incomplete, add to list, create task; no: Status: Complete. yes no Vendor record created or edited Vendor name or Payment terms missing? Status: Incomplete, add to list, create task Status: Complete
Vendor record created or edited leads to Vendor name or Payment terms missing?. Vendor name or Payment terms missing? leads to yes: Status: Incomplete, add to list, create task; no: Status: Complete. yes no Vendor record created or edited Vendor name or Payment terms missing? Status: Incomplete, add to list, create task Status: Complete

When to use it, when not to

Use it

  • Use it on any custom object where a small set of fields must be filled in for the record to be usable, an approval, a report, an integration export.
  • Use it when the custom object is created through more than one path (manual entry, import, an integration) so a single form cannot guarantee the fields are filled in.
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Skip it

  • Do not use it as a substitute for making the property required at the form or record-creation level if your object supports that. Workflow-based enforcement is a safety net for paths that bypass the form, not the first line of defense.
  • Do not use it if the object has no meaningful required-field concept to flag. A purely descriptive object with no downstream dependency on completeness does not need this.
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The rest of this spec

Prerequisites · 6 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 · 4 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 · 2 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 lists the fields to create. The workflow JSON documents the build.

Install · By hand

This workflow runs on a custom object that only exists in your portal. Build it from the spec; the one-click installer does not cover it.

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