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Static list snapshot for point-in-time campaign audience / reporting

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.

Contact2 stepsUpdated for HubSpot seat pricing
OutcomeThe exact audience a campaign was sent to gets frozen into a static list at send time, so later reporting shows who actually received it, not who happens to match the active list's filters today.
Workflow mapmarketing-ops-017
Manual or scheduled enrollment from active list leads to Add to static snapshot list. Add to static snapshot list leads to Set last_snapshot_date. Manual or scheduled enrollment from active list Add to static snapshot list Set last_snapshot_date
Manual or scheduled enrollment from active list leads to Add to static snapshot list. Add to static snapshot list leads to Set last_snapshot_date. Manual or scheduled enrollment from active list Add to static snapshot list Set last_snapshot_date

When to use it, when not to

Use it

  • Use before any send built off an active list, since active lists keep re-evaluating membership and will not match the send-time audience once contacts' properties change afterward.
  • Use when a campaign report or an audit needs to answer "who exactly got this" weeks or months later.
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Skip it

  • Do not use for sends already built on a static list. A static list is already a fixed snapshot; there is nothing to freeze.
  • Do not use this as a substitute for the Campaigns tool's own send reporting. This fiche adds a portable, filterable record; it does not replace native campaign analytics.
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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 · 2 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 · 1 case, 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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