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Run a Breeze agent on record creation, property change or schedule (three trigger patterns)

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.

Contact10 stepsUpdated for HubSpot seat pricing
OutcomeAn agent runs on the records you choose, at the moment you choose, with a run counter, a status property and an error path, so you can tell later what it did and what it cost.
Workflow mapreporting-alerts-050
Trigger: created, property changed or schedule leads to Delay 15 minutes. Delay 15 minutes leads to Custom code: rate limit gate, stamp status and counter. Custom code: rate limit gate, stamp status and counter leads to Status = queued?. Status = queued? leads to No, rate limited: Stop, record stays skipped; Yes: Run an agent, output to Agent run output. Run an agent, output to Agent run output leads to Output written?. Output written? leads to Yes: Set status = success, stamp last run at; No: Set status = error. Set status = error leads to Internal email to operations owner. No, rate limited Yes Yes No Trigger: created, property changed or schedule Delay 15 minutes Custom code: rate limit gate, stamp status and counter Status = queued? Stop, record stays skipped Run an agent, output to Agent run output Output written? Set status = success, stamp last run at Set status = error Internal email to operations owner
Trigger: created, property changed or schedule leads to Delay 15 minutes. Delay 15 minutes leads to Custom code: rate limit gate, stamp status and counter. Custom code: rate limit gate, stamp status and counter leads to Status = queued?. Status = queued? leads to No, rate limited: Stop, record stays skipped; Yes: Run an agent, output to Agent run output. Run an agent, output to Agent run output leads to Output written?. Output written? leads to Yes: Set status = success, stamp last run at; No: Set status = error. Set status = error leads to Internal email to operations owner. No, rate limited Yes Yes No Trigger: created, property changed or schedule Delay 15 minutes Custom code: rate limit gate, stamp status and counter Status = queued? Stop, record stays skipped Run an agent, output to Agent run output Output written? Set status = success, stamp last run at Set status = error Internal email to operations owner

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

When to use it, when not to

Use it

  • Use it as the base pattern under any agent-driven automation. The agent does the thinking, this workflow decides which records reach it and how often.
  • Use it when you need an audit trail of AI runs. Without a status property and a counter, an agent run leaves almost nothing behind and nobody can answer "why did this record get processed twice".
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Skip it

  • Do not point an agent at a whole database on a schedule to see what happens. Every enrolled record is one run against the portal credit balance, and a schedule that matches 10 000 contacts spends 10 000 runs each time it fires. (check in your portal: how a single Run an agent execution is metered against the portal credit balance, and whether a failed run still consumes credits)
  • Do not trigger on a property the agent itself writes. That is a loop, and with re-enrollment on it is an expensive one.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 9 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 12 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 10 numbered actions

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

Known pitfalls · 7

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

Test plan and UAT script · 4 cases, 4 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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