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Usage data custom object triggers property-change workflow

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Enterprise

Seat pricing: Enterprise 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 Enterprise.

Custom5 stepsUpdated for HubSpot seat pricing
OutcomeEvery raw usage event landed on a dedicated custom object rolls up automatically into the company's running usage total, instead of someone manually summing event records before a renewal or health-score review.
Workflow maprenewal-expansion-042
Usage Events record created, not yet processed leads to Custom code: add Event Value to company Usage Current Period. Custom code: add Event Value to company Usage Current Period leads to Rollup succeeded?. Rollup succeeded? leads to Yes: Set Processed = true; No: Notify operations owner: rollup failed. Yes No Usage Events record created, not yet processed Custom code: add Event Value to company Usage Current Period Rollup succeeded? Set Processed = true Notify operations owner: rollup failed
Usage Events record created, not yet processed leads to Custom code: add Event Value to company Usage Current Period. Custom code: add Event Value to company Usage Current Period leads to Rollup succeeded?. Rollup succeeded? leads to Yes: Set Processed = true; No: Notify operations owner: rollup failed. Yes No Usage Events record created, not yet processed Custom code: add Event Value to company Usage Current Period Rollup succeeded? Set Processed = true Notify operations owner: rollup failed

When to use it, when not to

Use it

  • Use it when raw usage events (logins, feature calls, API hits) already arrive one record at a time on a custom object, typically from an integration or a batch import, and need to become a single rolling company-level number.
  • Use it as the data-plumbing layer underneath renewal-expansion-004's churn risk score or renewal-expansion-030's usage spike detection, both of which expect Usage Current Period to already be populated on the company.
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Skip it

  • Do not use it if usage events can instead be summed with a native rollup or calculation property directly against a standard object; a custom object with a workflow is more moving parts than necessary if the source data already lives on the company or deal record.
  • Do not use it to process a very high daily event volume without checking your portal's custom object record and API call allowances first; a workflow enrolling once per raw event does not scale the same way a periodic batch aggregation does.
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The rest of this spec

Prerequisites · 7 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 · 5 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 5

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 3 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 lists the fields to create. The workflow JSON documents the build.

Install · By hand

This workflow runs on a custom object that only exists in your portal. Build it from the spec; the one-click installer does not cover it.

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