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Pre-import dedupe key check via form hidden field

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.

Contact2 stepsUpdated for HubSpot seat pricing
OutcomeEvery contact carries one normalized dedupe key computed automatically at submission, so a later import or integration can match against it reliably instead of each process separately trying to normalize email casing and formatting itself.
Workflow mapdata-quality-039
Contact created or Email changed leads to Custom code: lowercase, trim email. Custom code: lowercase, trim email leads to Set Dedupe key = computed_key. Contact created or Email changed Custom code: lowercase, trim email Set Dedupe key = computed_key
Contact created or Email changed leads to Custom code: lowercase, trim email. Custom code: lowercase, trim email leads to Set Dedupe key = computed_key. Contact created or Email changed Custom code: lowercase, trim email Set Dedupe key = computed_key

When to use it, when not to

Use it

  • Use it when contacts arrive through a form and you also periodically import lists from other sources, an event scan, a partner list, that need to match against existing records using something more forgiving than an exact-case, exact-format email string.
  • Use it as a building block other processes read, not a matching engine by itself. The key is precomputed once, an external import tool or a scheduled cleanup workflow does the actual comparison against it.
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Skip it

  • Do not use it as your only deduplication mechanism at submission. HubSpot already deduplicates by exact primary email natively; this fiche is for near-duplicate prevention on subsequent bulk operations, see data-quality-002 for the review-queue pattern that acts on it.
  • Do not use it if your only import source is a clean, already-deduplicated CRM export. The extra property and logic add maintenance for a problem you do not actually have.
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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 · 2 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 · 1 case, 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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