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Sunset / final-attempt re-engagement before suppression

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: Marketing Hub Professional.

Contact7 stepsUpdated for HubSpot seat pricing
OutcomeLong-inactive contacts get one clear final email before being moved off active marketing sending, protecting deliverability without silently ghosting people who might still want to hear from the company.
Workflow maplead-nurturing-036
On cold list, 180+ days inactive leads to Send: still want to hear from us. Send: still want to hear from us leads to Delay 7 days. Delay 7 days leads to Opened or clicked?. Opened or clicked? leads to Yes: Remove from cold list; No: Set non-marketing contact. Remove from cold list leads to Set sunset_nurture_completed = true. Set non-marketing contact leads to Add to Sunset - do not email list. Add to Sunset - do not email list leads to Set sunset_nurture_completed = true. Yes No On cold list, 180+ days inactive Send: still want to hear from us Delay 7 days Opened or clicked? Remove from cold list Set non-marketing contact Add to Sunset - do not email list Set sunset_nurture_completed = true
On cold list, 180+ days inactive leads to Send: still want to hear from us. Send: still want to hear from us leads to Delay 7 days. Delay 7 days leads to Opened or clicked?. Opened or clicked? leads to Yes: Remove from cold list; No: Set non-marketing contact. Remove from cold list leads to Set sunset_nurture_completed = true. Set non-marketing contact leads to Add to Sunset - do not email list. Add to Sunset - do not email list leads to Set sunset_nurture_completed = true. Yes No On cold list, 180+ days inactive Send: still want to hear from us Delay 7 days Opened or clicked? Remove from cold list Set non-marketing contact Add to Sunset - do not email list Set sunset_nurture_completed = true

When to use it, when not to

Use it

  • Use on contacts with no email open or click for a long stretch (180 days is a common baseline) to clean the actively-sent list before it drags down deliverability.
  • Use as the last step of a re-engagement effort, after lead-nurturing-005 has already tried to win the contact back with real content.
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Skip it

  • Do not use this on contacts who are dormant only because they are customers on a low-touch account (check lifecycle stage or a customer flag first); route those through a different cadence instead of suppression.
  • Do not run this without stakeholder sign-off on the suppression list name and process, since it changes who receives future campaigns.
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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 · 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 · 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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