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Data-verified checkbox with periodic review reminder

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.

Contact4 stepsUpdated for HubSpot seat pricing
OutcomeContacts marked as verified automatically come back up for review after a fixed interval, instead of a verified checkbox staying checked forever after the one time someone actually checked it.
Workflow mapdata-quality-034
Data verified checked leads to Set Last verified date. Set Last verified date leads to Delay 90 days. Delay 90 days leads to Uncheck Data verified. Uncheck Data verified leads to Create re-verify task. Data verified checked Set Last verified date Delay 90 days Uncheck Data verified Create re-verify task
Data verified checked leads to Set Last verified date. Set Last verified date leads to Delay 90 days. Delay 90 days leads to Uncheck Data verified. Uncheck Data verified leads to Create re-verify task. Data verified checked Set Last verified date Delay 90 days Uncheck Data verified Create re-verify task

When to use it, when not to

Use it

  • Use it for a manually-set verified, reviewed, or confirmed-accurate checkbox where the underlying data can go stale, a job title, a phone number, even though nobody unchecks the box.
  • Use it when a fixed review cadence, quarterly for example, is an acceptable proxy for "needs a fresh look" rather than tracking exactly which field changed since the last check.
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Skip it

  • Do not use it if the fields you actually care about already have their own dedicated freshness tracking, such as a last-verified date tied to enrichment. This fiche is for a simple manual attestation, not a computed signal.
  • Do not use it with a review interval shorter than your team can realistically act on. A reminder nobody clears becomes noise the same way an unchecked box never gets attention.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 2 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 · 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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