Outcome. Marketing ops gets a periodic report of active and static lists nobody has touched in months, instead of discovering a portal cluttered with hundreds of dead lists during an unrelated audit.
Workflow map
Enrollment, branches and actions at a glance
marketing-ops-023
flowchart TD
A[Scheduled weekly run] --> B[Custom code: enumerate lists via API]
B --> C{result_code ok?}
C -->|Yes, stale_list_count > 0| D[Send stale list report]
C -->|Yes, stale_list_count = 0| E[No notification]
C -->|No| F[Notify: check failed]
When to use it, when not to
- UseUse once your portal has accumulated enough lists (typically several dozen or more) that finding the ones still in active use has become a real time cost.
- UseUse to build the habit of periodic list cleanup before it becomes an emergency ahead of a migration, an audit, or an data quality push.
- SkipDo not use expecting a native HubSpot workflow trigger for this. Lists are not an enrollable record type in the workflow tool; there is no "list is stale" event a standard contact- or deal-based workflow can watch. This fiche uses a scheduled workaround, described below, rather than a native list-based trigger. (check in your portal: confirm current portal version has not added a native list-lifecycle trigger, this has been a recurring feature request)
- SkipDo not use this fiche to actually delete or archive lists automatically. It reports; a person decides and acts.
The preview ends here. Six sections are in the library.
counted, not blurred
PrerequisitesEvery property with its label, internal name, type and options, plus the assets the workflow needs before you start.4 items
EnrollmentThe trigger, the criteria exactly as they are ticked in the UI, the re-enrollment rule and the suppression list.4 parts
StepsEach action in order with its parameters, its branches and its delays, written as you tick them.6 numbered actions
Known pitfallsTraps seen in production, each with what breaks and what to do instead.4 pitfalls
Test plan, variants and build specHow to prove it works in a test portal, where to look when it does not, the variants for other objects or tiers, and the YAML build spec.3 variants, 3 sections
FilesThe properties JSON creates the fields in one API call, the workflow JSON documents the build, and the custom coded action ships as a ready-to-paste .js file.PDF, Markdown, JSON, code
Install1 click. The installer creates the properties this spec declares and the workflow itself, switched off, then opens a task for the prerequisites that are assets rather than properties, such as a team, a static list or a marketing email. What it created is listed on the install page.1 click, switched off
Unlock the full library,
149 EUR
or the marketing ops pack, 39 EUR
One-time, excl. VAT. 30-day refund, no questions asked. Founding prices until 31 October, then 199 and 59 EUR. Includes every spec added later, up to the full 500, and the one-click installer on the full library. Building on client portals? The agency licence at 449 EUR covers unlimited client portals.
