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Legal basis set by acquisition source (form, import, integration)

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.

Contact14 stepsUpdated for HubSpot seat pricing
OutcomeEvery new contact gets routed into the right legal-basis review path based on how they entered HubSpot, so form signups, list imports, and integration syncs each get the documentation treatment they actually need instead of one blanket rule.
Workflow mapmarketing-ops-007
Contact created, legal basis blank leads to Original source?. Original source? leads to Form submission: No action, see marketing-ops-005; Offline sources / import: Flag pending review, task, add to import queue list; Integration / API: Flag pending review, notify with connector name; Other/unknown: Flag pending review, notify for manual triage. Form submission Offline sources / import Integration / API Other/unknown Contact created, legal basis blank Original source? No action, see marketing- ops-005 Flag pending review, task, add to import queue list Flag pending review, notify with connector name Flag pending review, notify for manual triage
Contact created, legal basis blank leads to Original source?. Original source? leads to Form submission: No action, see marketing-ops-005; Offline sources / import: Flag pending review, task, add to import queue list; Integration / API: Flag pending review, notify with connector name; Other/unknown: Flag pending review, notify for manual triage. Contact created, legal basis blank Original source? Form submission No action, see marketing-ops-005 Offline sources / import Flag pending review, task, add to import queue list Integration / API Flag pending review, notify with connector name Other/unknown Flag pending review, notify for manual triage

When to use it, when not to

Use it

  • Use when contacts enter your portal through more than one channel (forms, CSV imports, a synced integration such as an ecommerce platform or event tool) and each channel has a different, real answer to "where did consent come from."
  • Use as a routing and flagging layer, not as the thing that creates a lawful basis. A workflow cannot manufacture consent that was never collected; it can only sort contacts into the right review queue and hold the ones with no defensible basis.
Read more on when to use itShow less

Skip it

  • Do not use this as a substitute for marketing-ops-005 if your primary concern is the EU/GDPR form-submission gate specifically. This fiche is broader: it also covers offline imports and integration-sourced contacts that marketing-ops-005 does not address.
  • Do not build this without first confirming which of your import and integration channels you can realistically document. If a channel truly has no consent record anywhere, this workflow will correctly flag it forever, that is expected, not a bug.
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 · 14 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

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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