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Offline/imported contact consent capture and legal basis backfill

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.

Contact4 stepsUpdated for HubSpot seat pricing
OutcomeContacts who enter the database through an import or an offline channel with no recorded legal basis get queued for a manual backfill review instead of being marketed to on an unexamined assumption of consent.
Workflow mapmarketing-ops-030
Contact created via Import or Manual entry, legal_basis_type blank leads to Set legal_basis_backfill_status = Pending review. Set legal_basis_backfill_status = Pending review leads to Add to backfill queue list. Add to backfill queue list leads to Create review task. Create review task leads to Notify compliance reviewer. Contact created via Import or Manual entry, legal_basis_type blank Set legal_basis_backfill_status = Pending review Add to backfill queue list Create review task Notify compliance reviewer
Contact created via Import or Manual entry, legal_basis_type blank leads to Set legal_basis_backfill_status = Pending review. Set legal_basis_backfill_status = Pending review leads to Add to backfill queue list. Add to backfill queue list leads to Create review task. Create review task leads to Notify compliance reviewer. Contact created via Import or Manual entry, legal_basis_type blank Set legal_basis_backfill_status = Pending review Add to backfill queue list Create review task Notify compliance reviewer

When to use it, when not to

Use it

  • Use whenever contacts can be created through a list import, a trade show scan, a spreadsheet upload, or a manual entry, any path that bypasses a form's own consent capture.
  • Use to make sure "we imported this list a while ago" never becomes the entire answer to "what is our legal basis for marketing to this contact."
Read more on when to use itShow less

Skip it

  • Do not use this fiche as the compliance decision itself. It only queues the review; a person with the relevant legal knowledge still decides what basis, if any, applies to each backfilled contact.
  • Do not use if every contact in your portal is created exclusively through forms that already capture consent at submission. This fiche is specific to the offline and import creation paths.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 5 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 · 4 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 · 2 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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