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Custom object association hygiene check

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: Sales Hub Enterprise.

Deal5 stepsUpdated for HubSpot seat pricing
OutcomeA deal reaching a late stage without the required custom object record attached, for example a Project or a License record your business tracks separately from the deal, gets flagged before it closes with a gap that blocks provisioning later.
Workflow mapdeal-hygiene-040
Deal reaches pre-close stage, no custom object association leads to Set Missing Custom Object Flag = true. Set Missing Custom Object Flag = true leads to Create task for owner. Create task for owner leads to Notify owner. Notify owner leads to Delay 2 business days. Delay 2 business days leads to Still no association?. Still no association? leads to yes: Notify manager - escalation; no: Reset flag to false, exit. yes no Deal reaches pre-close stage, no custom object association Set Missing Custom Object Flag = true Create task for owner Notify owner Delay 2 business days Still no association? Notify manager - escalation Reset flag to false, exit
Deal reaches pre-close stage, no custom object association leads to Set Missing Custom Object Flag = true. Set Missing Custom Object Flag = true leads to Create task for owner. Create task for owner leads to Notify owner. Notify owner leads to Delay 2 business days. Delay 2 business days leads to Still no association?. Still no association? leads to yes: Notify manager - escalation; no: Reset flag to false, exit. yes no Deal reaches pre-close stage, no custom object association Set Missing Custom Object Flag = true Create task for owner Notify owner Delay 2 business days Still no association? Notify manager - escalation Reset flag to false, exit

When to use it, when not to

Use it

  • Use it when your portal tracks a business entity as a custom object (not a deal, contact, company, or ticket) and every deal past a certain stage is supposed to be linked to one.
  • Use it as a late-funnel safety check, not the mechanism that creates the custom object record itself, that association should already exist from an earlier step in the process.
  • Custom objects require an Enterprise subscription on Marketing, Sales, Service, Data, Content, Smart CRM or Revenue Hub (https://knowledge.hubspot.com/object-settings/create-custom-objects), so an account below Enterprise cannot run this fiche at all. (check in your portal: the per-tier cap on custom object types and records for this portal, since the published catalogue, not the knowledge base, carries those numbers)
Read more on when to use itShow less

Skip it

  • Do not use it if the "custom object" in question is really something that fits a native object better, for example line items or products, those are native, not custom, and do not need this pattern.

The rest of this spec

Prerequisites · 3 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 · 5

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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