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Monthly digest: lifecycle stage funnel movement summary (count per transition)

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 showing how many contacts moved from each lifecycle stage to each other stage that month, so funnel movement is visible as transitions, not just stage totals.
Workflow mapreporting-alerts-020
Scheduled trigger: monthly, day 1, 08:00 leads to Custom code: query lifecyclestage property history, previous month. Custom code: query lifecyclestage property history, previous month leads to Tally counts per from-stage, to-stage pair. Tally counts per from-stage, to-stage pair leads to Any transitions found?. Any transitions found? leads to yes: Format list sorted by count, descending; no: Format fallback: no lifecycle stage changes last month. Format list sorted by count, descending leads to Send message to Slack or email. Format fallback: no lifecycle stage changes last month leads to Send message to Slack or email. yes no Scheduled trigger: monthly, day 1, 08:00 Custom code: query lifecyclestage property history, previous month Tally counts per from-stage, to-stage pair Any transitions found? Format list sorted by count, descending Format fallback: no lifecycle stage changes last month Send message to Slack or email
Scheduled trigger: monthly, day 1, 08:00 leads to Custom code: query lifecyclestage property history, previous month. Custom code: query lifecyclestage property history, previous month leads to Tally counts per from-stage, to-stage pair. Tally counts per from-stage, to-stage pair leads to Any transitions found?. Any transitions found? leads to yes: Format list sorted by count, descending; no: Format fallback: no lifecycle stage changes last month. Format list sorted by count, descending leads to Send message to Slack or email. Format fallback: no lifecycle stage changes last month leads to Send message to Slack or email. yes no Scheduled trigger: monthly, day 1, 08:00 Custom code: query lifecyclestage property history, previous month Tally counts per from-stage, to-stage pair Any transitions found? Format list sorted by count, descending Format fallback: no lifecycle stage changes last month Send message to Slack or email

When to use it, when not to

Use it

  • Use it when the standard lifecycle stage funnel report, which shows cumulative counts per stage, is not enough, and the team wants to know specifically how many contacts went from Lead to MQL versus MQL to SQL in a given month.
  • Use it to spot a stage bleeding contacts sideways, for example a large number moving from MQL to Other, meaning disqualified, rather than forward.
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Skip it

  • Do not use it on a portal with fewer than a few hundred lifecycle stage changes a month. The transition counts will be small enough to read directly off each contact's property history.
  • Do not treat this as a substitute for the native lifecycle stage report on a dashboard, which is faster to build and easier to filter by date range for a single-stage question.
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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 · 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, 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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