Skip to content
The Workflow Library
Get the full library

Association count cap per company (portfolio hygiene flag)

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
OutcomeCompanies that have accumulated an unusually large number of associated contacts get flagged for a portfolio review, catching runaway association growth, a shared catch-all company absorbing every unrelated inbound lead for example, before it distorts account-level reporting.
Workflow mapdata-quality-045
Monthly scheduled sweep of non-excluded companies leads to Custom code: count associated contacts. Custom code: count associated contacts leads to Count exceeds threshold?. Count exceeds threshold? leads to yes: Flag Exceeds threshold, add to list, create task; no: Normal. yes no Monthly scheduled sweep of non-excluded companies Custom code: count associated contacts Count exceeds threshold? Flag Exceeds threshold, add to list, create task Normal
Monthly scheduled sweep of non-excluded companies leads to Custom code: count associated contacts. Custom code: count associated contacts leads to Count exceeds threshold?. Count exceeds threshold? leads to yes: Flag Exceeds threshold, add to list, create task; no: Normal. yes no Monthly scheduled sweep of non-excluded companies Custom code: count associated contacts Count exceeds threshold? Flag Exceeds threshold, add to list, create task Normal

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

When to use it, when not to

Use it

  • Use it on portals where a small number of generic or catch-all company records, an "Unknown company", a large account with subsidiaries incorrectly rolled into one record, tend to accumulate an outsized number of associations that skew per-account metrics.
  • Use it as a periodic sweep, not a real-time check. A company crossing a threshold rarely needs same-hour attention, a weekly or monthly review is normally enough.
Read more on when to use itShow less

Skip it

  • Do not use it on a genuinely large, correctly-modeled enterprise account with hundreds of legitimate contacts. Set the threshold and, if needed, an exclusion checkbox for known large accounts so this does not generate noise on records that are correctly large, not incorrectly large.
  • Do not use it to automatically split or reassign associations. This only flags a count for a human to investigate; the actual remediation, splitting a company into subsidiaries, reassigning contacts, is a data modeling decision.
Read more on when to skip itShow less

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 · 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.

Unlock all 565 specs, 149 EUR

One-time, excl. VAT. 30-day refund. Installs in 3 portals. Founding price until 30 November.

Read the free Data quality spec

Not the workflow you needed?

More in Data quality

50 specs in this section

See all 50 This category, 39 EUR
FreeRequired field enforcement on contact creation (email or phone missing)Contact9 steps Duplicate contact detection and merge review queueContact7 steps Phone number formatting to a standard international formatContact4 steps Country name normalization to a standard picklistContact7 steps

Read 12 complete specs before you pay.

One per category, same format as the paid ones. Email only, no card.

We email the link, then a short note when specs change. Nothing else.

149 EUR199

Full library, 565 specs
Get the full library