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Campaign UTM format validation and marketing ops notification

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: Data Hub Professional.

Contact4 stepsUpdated for HubSpot seat pricing
OutcomeMalformed UTM parameters on a new contact's tracked fields get flagged to marketing ops within a day, instead of surfacing three months later as a "why does this campaign report look wrong" investigation.
Workflow mapmarketing-ops-036
UTM campaign property changes leads to Custom code: validate format against convention. Custom code: validate format against convention leads to result_code ok?. result_code ok? leads to Yes, is_valid false: Notify marketing ops of format issue; Yes, is_valid true: No notification; No: No notification, error logged. Yes, is_valid false Yes, is_valid true No UTM campaign property changes Custom code: validate format against convention result_code ok? Notify marketing ops of format issue No notification No notification, error logged
UTM campaign property changes leads to Custom code: validate format against convention. Custom code: validate format against convention leads to result_code ok?. result_code ok? leads to Yes, is_valid false: Notify marketing ops of format issue; Yes, is_valid true: No notification; No: No notification, error logged. UTM campaign property changes Custom code: validate format against convention result_code ok? Yes, is_valid false Notify marketing ops of format issue Yes, is_valid true No notification No No notification, error logged

When to use it, when not to

Use it

  • Use once inconsistent UTM tagging (typos, wrong casing, a missing campaign parameter) has caused a reporting problem at least once.
  • Use to catch format problems close to the source, while the person who built the campaign link still remembers building it.
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Skip it

  • Do not use expecting this fiche to fix or normalize the value automatically for reporting purposes. It flags for a person to fix at the source (the ad platform or link), since silently rewriting attribution data creates the same trust problem this fiche exists to prevent.
  • Do not use it as a substitute for a written UTM naming convention. Establish the convention first; this fiche only enforces catching drift from it.
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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 · 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 · 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, code

The properties JSON creates the fields in one call. The workflow JSON documents the build. The custom coded action ships as a ready-to-paste .js file.

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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