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Marketing contact reactivation approval workflow (cost gate)

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.

Contact11 stepsUpdated for HubSpot seat pricing
OutcomeA request to bring a contact back to marketing contact status waits for a named approver before the status actually changes, so a reactivation that raises the marketing contacts bill never happens on one person's unchecked click.
Workflow mapmarketing-ops-016
Reactivation request status = Requested leads to Create approval task. Create approval task leads to Notify approver. Notify approver leads to Wait until Approved/Denied, expire 5 biz days. Wait until Approved/Denied, expire 5 biz days leads to Expired: Set status = Expired, notify requester; Approved: Set marketing contact status = Marketing contact; Denied: Notify requester: denied, no change. Set marketing contact status = Marketing contact leads to Set reactivation_approved_date. Set reactivation_approved_date leads to Notify requester: approved. Expired Approved Denied Reactivation request status = Requested Create approval task Notify approver Wait until Approved/Denied, expire 5 biz days Set status = Expired, notify requester Set marketing contact status = Marketing contact Notify requester: denied, no change Set reactivation_approved_date Notify requester: approved
Reactivation request status = Requested leads to Create approval task. Create approval task leads to Notify approver. Notify approver leads to Wait until Approved/Denied, expire 5 biz days. Wait until Approved/Denied, expire 5 biz days leads to Expired: Set status = Expired, notify requester; Approved: Set marketing contact status = Marketing contact; Denied: Notify requester: denied, no change. Set marketing contact status = Marketing contact leads to Set reactivation_approved_date. Set reactivation_approved_date leads to Notify requester: approved. Expired Approved Denied Reactivation request status = Requested Create approval task Notify approver Wait until Approved/Denied, expire 5 biz days Set status = Expired, notify requester Set marketing contact status = Marketing contact Set reactivation_approved_date Notify requester: approved Notify requester: denied, no change

When to use it, when not to

Use it

  • Use when your plan is billed per marketing contact tier and more than one person can flip a contact back to marketing status.
  • Use when you need an audit trail of who requested a reactivation and who approved it.
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Skip it

  • Do not use if a single admin already controls every marketing status change and volume is low. A shared checklist may be enough.
  • Do not expect this workflow to physically block a direct edit to marketing contact status outside this request path. It governs one path, not the underlying field permission. See Known pitfalls.
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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 · 11 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 · 5 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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