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Custom object property normalization (picklist mapping from free text)

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.

Custom5 stepsUpdated for HubSpot seat pricing
OutcomeA free-text field on a custom object that different people or import sources fill in inconsistently gets mapped to a small, standard set of categories automatically, the same lookup-table pattern used for standard-object fields in data-quality-014, applied here to a custom object.
Workflow mapdata-quality-049
Equipment type (raw) known or changed leads to Custom code: normalize and look up mapping table. Custom code: normalize and look up mapping table leads to Match found?. Match found? leads to yes: Set Equipment category; no: Category: Other - needs mapping. Category: Other - needs mapping leads to Add to unmapped review list. yes no Equipment type (raw) known or changed Custom code: normalize and look up mapping table Match found? Set Equipment category Category: Other - needs mapping Add to unmapped review list
Equipment type (raw) known or changed leads to Custom code: normalize and look up mapping table. Custom code: normalize and look up mapping table leads to Match found?. Match found? leads to yes: Set Equipment category; no: Category: Other - needs mapping. Category: Other - needs mapping leads to Add to unmapped review list. yes no Equipment type (raw) known or changed Custom code: normalize and look up mapping table Match found? Set Equipment category Category: Other - needs mapping Add to unmapped review list

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 whenever a custom object carries a free-text field that really only has a handful of meaningful values underneath the inconsistent spelling, a raw equipment-type field variously entered as laptop, Laptop computer, LAPTOPS, all meaning the same category.
  • Use it once you have reviewed a real sample of the raw values and built a mapping table that covers the actual variants in your data, not a guessed list.
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Skip it

  • Do not use it if the free-text field genuinely needs open-ended detail beyond a small category set. Forcing every raw value into a narrow picklist loses information some reports may still need; keep the raw field alongside the categorized one rather than replacing it.
  • Do not use it on a custom object where records are created faster than someone reviews new unmapped raw values appearing. An unmaintained mapping table just accumulates a growing unmapped bucket nobody looks at.
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 · 5 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 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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