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Bulk property cleanup via scheduled recurring workflow

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.

10 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
OutcomeA defined set of common formatting problems, stray whitespace, inconsistent casing, stale placeholder values, gets swept and corrected across the active contact database on a fixed schedule, instead of relying only on point-in-time fixes at creation that miss records edited outside HubSpot's own forms.
Workflow mapdata-quality-048
Weekly scheduled sweep of active contacts leads to Custom code: trim, case-normalize, check placeholders. Custom code: trim, case-normalize, check placeholders leads to Set Last cleanup pass date; Placeholder flagged?. Set Last cleanup pass date leads to Changes made?. Changes made? leads to yes: Set cleaned field values. Placeholder flagged? leads to yes: Add to placeholder review list + create task. yes yes Weekly scheduled sweep of active contacts Custom code: trim, case-normalize, check placeholders Set Last cleanup pass date Placeholder flagged? Changes made? Add to placeholder review list + create task Set cleaned field values
Weekly scheduled sweep of active contacts leads to Custom code: trim, case-normalize, check placeholders. Custom code: trim, case-normalize, check placeholders leads to Set Last cleanup pass date; Placeholder flagged?. Set Last cleanup pass date leads to Changes made?. Changes made? leads to yes: Set cleaned field values. Placeholder flagged? leads to yes: Add to placeholder review list + create task. yes yes Weekly scheduled sweep of active contacts Custom code: trim, case-normalize, check placeholders Set Last cleanup pass date Placeholder flagged? Changes made? Add to placeholder review list + create task Set cleaned field values

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 as ongoing maintenance once you already have event-based normalization running on new and edited records, data-quality-003 through data-quality-005 for example, but still see drift creeping in from bulk imports, API writes, or edits that do not pass through the properties your event-based workflows watch.
  • Use it as a complement to, not a replacement for, the one-time retroactive pass in data-quality-031. That fiche is for a single deliberate backfill when a rule changes; this fiche is a standing recurring job that keeps running indefinitely.
Read more on when to use itShow less

Skip it

  • Do not use it if your only source of dirty data is form submissions already covered by event-based workflows. A recurring full-database sweep spends execution allowance checking records that are already clean on every single run.
  • Do not use it with a schedule tighter than your actual data-drift rate. If new dirty data only appears from a monthly batch import, a daily sweep wastes executions rechecking records that have not changed since the last pass.
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 · 10 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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