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Disabled workflow inventory and owner nudge (automation hygiene)

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.

Contact1 stepUpdated for HubSpot seat pricing
OutcomeOnce a month, an admin gets a message listing every disabled workflow in the portal, so forgotten or paused automation gets reviewed instead of sitting disabled indefinitely.
Workflow mapreporting-alerts-006
Scheduled trigger: monthly, day 1, 08:00 leads to Custom code: GET automation v4 flows, all pages. Custom code: GET automation v4 flows, all pages leads to Filter isEnabled = false. Filter isEnabled = false leads to Any disabled flows found?. Any disabled flows found? leads to yes: Format list sorted by last-updated, oldest first; no: Format fallback: no disabled workflows this month. Format list sorted by last-updated, oldest first leads to Send message to Slack or email. Format fallback: no disabled workflows this month leads to Send message to Slack or email. yes no Scheduled trigger: monthly, day 1, 08:00 Custom code: GET automation v4 flows, all pages Filter isEnabled = false Any disabled flows found? Format list sorted by last-updated, oldest first Format fallback: no disabled workflows this month Send message to Slack or email
Scheduled trigger: monthly, day 1, 08:00 leads to Custom code: GET automation v4 flows, all pages. Custom code: GET automation v4 flows, all pages leads to Filter isEnabled = false. Filter isEnabled = false leads to Any disabled flows found?. Any disabled flows found? leads to yes: Format list sorted by last-updated, oldest first; no: Format fallback: no disabled workflows this month. Format list sorted by last-updated, oldest first leads to Send message to Slack or email. Format fallback: no disabled workflows this month leads to Send message to Slack or email. yes no Scheduled trigger: monthly, day 1, 08:00 Custom code: GET automation v4 flows, all pages Filter isEnabled = false Any disabled flows found? Format list sorted by last-updated, oldest first Format fallback: no disabled workflows this month Send message to Slack or email

When to use it, when not to

Use it

  • Use it on portals with a large or multi-team workflow library, where disabled workflows accumulate and nobody owns cleanup.
  • Use it before a HubSpot audit, a data migration, or a permission review, to know what automation actually exists versus what is live.
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Skip it

  • Do not use it on small portals with fewer than about 15 workflows. A quick manual look at Automation > Workflows, sorted by status, covers the same ground faster. See Variants for the no-code version.
  • Do not treat "disabled" as "safe to delete." Some workflows are disabled deliberately (seasonal campaigns, one-time migrations) and this fiche only surfaces them, it does not judge intent.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 4 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 · 1 numbered action

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

Known pitfalls · 6

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, 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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