Section
Executive Summary
Your automation is in great shape. A few items below to keep ahead.
Overview
- 49 active workflows running
- 27 inactive workflows (paused or off)
- 6 critical issues requiring immediate action
- 26 warnings worth addressing
- 80 informational items to review
- Overall health: 81% (Excellent)
Key issues requiring attention
- Critical4 Broken Enrollments: Review each workflow's enrollment triggers and fix or replace broken references
- Warning39 Standalone Workflows: Confirm these are intentional standalone flows
- Warning14 Duplicate Actions: Audit which workflow should own each property write and remove the others
- Warning3 Stale Workflows: Review each workflow against current process
- Warning3 Empty Workflows: Add at least one action or turn the workflow off if it has no purpose
Section
Key Findings
Issues discovered during the audit, grouped by priority, with actionable next steps.
Critical
Broken Enrollments
Contacts may not be entering these automations at all, silently missing critical communications.
Review each workflow's enrollment triggers and fix or replace broken references.
Warnings
Standalone Workflows
No connections to other automations. Often intentional for standalone processes; review to confirm.
Confirm these are intentional standalone flows. Archive any that are no longer needed.
Duplicate Actions
The same property value is written by multiple workflows, risking race conditions.
Audit which workflow should own each property write and remove the others.
Stale Workflows
Not reviewed in 6+ months. Logic may no longer match your current business process.
Review each workflow against current process. Update or archive.
Empty Workflows
Contacts are enrolling and nothing happens. Wasted trigger, potential confusion.
Add at least one action or turn the workflow off if it has no purpose.
Informational
Inactive Workflows
Paused automations that may have been forgotten. Review and archive or reactivate.
Decide: reactivate with a clear owner, or archive permanently.
Possible Duplicates
Similar names suggest possible redundancy. Risk of double-enrolling contacts.
Consolidate overlapping workflows into a single canonical version.
Section
Workflow Analysis
Spot missing or incomplete automation coverage across your HubSpot objects.
By Object Type
Most Complex Workflows
Workflows with the most actions, highest maintenance overhead and change risk.
Section
Issues Detail
A complete breakdown of every issue found, grouped by category.
Broken Enrollments
Workflows pointing to deleted or inactive workflows
Stale Workflows
Not updated in 6+ months
Standalone Workflows
No connections to other workflows
Empty Workflows
No actions configured
Duplicate Actions
Same property value written by multiple workflows
Standalone Workflows
No connections to other workflows
Possible Duplicates
Similar names may indicate redundancy
Inactive Workflows
Currently turned off
Section
AI Insights
Powered by Claude AI: pattern analysis and recommendations beyond rule-based detection.
This portal has 76 workflows with 64% active, showing a well-established automation setup focused on deal management, lead lifecycle progression, and customer onboarding. The system has significant technical debt with multiple duplicate lead routing workflows running simultaneously and at least 10 workflows explicitly marked as inactive or old versions still sitting in the portal. Deal stage progression is heavily automated with dedicated workflows for each stage (Demo Scheduled, Contact Sent, In Negotiation, etc.), suggesting a structured sales process.
Issues
Three identical lead routing workflows active
high"Lead Routing v2", "Lead Routing v2 (cloned)", and "Lead Routing v2 (cloned) (cloned)" are all active and contain only delay actions, suggesting broken or incomplete automation that's been duplicated rather than fixed. This creates confusion about which workflow is actually handling lead assignment.
Deprecated workflows still active
high"[OLD] MQL Notification - DO NOT USE" is marked as old in its name but remains active with only a delay action, indicating it's either abandoned mid-build or left running by mistake. Similar patterns exist with workflows marked "INACTIVE" in their names but showing active status.
Multiple MQL workflows creating conflicts
highThere are at least 4 different workflows handling MQL progression: "Set as MQL", "Set as MQL (INACTIVE)", "MQL Welcome and Sales Follow-up", and "MQL follow-up and lead status update". The active ones likely overlap in setting properties and creating tasks, risking duplicate notifications to sales.
Test workflows left in production
low"test workflow aaron" is active and "TEST WORKFLOW NEW" is inactive but both remain in the portal, indicating incomplete cleanup after testing. These create clutter and risk accidental enrollment if triggers are added.
Gaps
No systematic re-enrollment strategy visible
mediumOnly one workflow ("Re-engagement (inactive contacts) FINAL v1") shows enrollment of contacts into other workflows, and multiple re-engagement workflows exist independently without clear orchestration. This suggests contacts may receive inconsistent nurture experiences.
Scoring workflows completely inactive
mediumBoth "Set behavior score on marketing email open" and "Page Visit Increase Score" are inactive, meaning lead scoring is either not being used or has been moved to a different system. This creates a gap in lead qualification automation.
Opportunities
Closed Won automation split across workflows
mediumAt least 5 different workflows trigger on deal close won events: "Closed Won Customer Handoff", "Closed Won - Finance", "Closed Won - Customer Update", "Set associated companies to customer when deal closes won", and the inactive "Closed Won (INACTIVE)" and "Closed-Won <5000>". This fragmentation makes it difficult to understand the complete customer handoff process.
Deal stage workflows set multiple properties
lowWorkflows like "Demo Scheduled Set SQL", "Contact Sent", and "In Negotiation - Task: Sales Mgr." each set 2+ properties, send emails, and create tasks on stage changes. This architecture creates tight coupling between deal stages and automation, making it difficult to adjust stage definitions without breaking workflows.
Recommendations
- 1.Audit and consolidate the three active Lead Routing v2 workflows to identify which one is functional and deactivate or delete the duplicates to prevent confusion.
- 2.Review all workflows with 'INACTIVE', 'OLD', or 'DO NOT USE' in their names to either properly deactivate them or remove them entirely from the portal.
- 3.Map the complete Closed Won customer journey across the 5+ workflows that trigger on deal closure to identify redundancies and consolidate into a clearer handoff process.
- 4.Evaluate whether lead scoring is still part of the strategy and either reactivate the scoring workflows with updated logic or formally remove them if scoring has been deprecated.
Section
Workflow Connections
How your workflows link together — which automations trigger others and where dependencies exist.
Connection Types
Most Connected Workflows
Highest risk to change — they affect the most downstream automations
| Workflow | Out | In |
|---|---|---|
Lifecycle Stage - Customer | Welcome | 1 | 4 |
MQL Welcome and Sales Follow-up | 0 | 4 |
Last Activity Date >45 + MQL | 0 | 4 |
MQL follow-up and lead status update | 0 | 4 |
New Customer Notification | 0 | 4 |
Lifecycle Stage - Other | Remove from lists | 0 | 4 |
Re-engagement (inactive contacts) FINAL v1 | 4 | 0 |
Set as MQL (INACTIVE) | 3 | 0 |
Connected Clusters
Groups of workflows that link to each other
Connection Map
All 28 connected workflows
Section
Workflow Inventory
All 76 workflows, active first, sorted by most recently updated.
| Workflow | Status | Object | Actions | Last Updated |
|---|---|---|---|---|
| Re-engagement (inactive contacts) FINAL v1 | Active | Contacts | 5 | Jul 10, 2026 |
| test workflow aaron | Active | Contacts | 1 | Jun 29, 2026 |
| Internal Alert - Sales Team | Active | Contacts | 1 | Jun 29, 2026 |
| Nurture - Q2 Remote Campaign 2020 | Active | Contacts | 1 | Jun 29, 2026 |
| [OLD] MQL Notification - DO NOT USE | Active | Contacts | 1 | Jun 29, 2026 |
| Lead Routing v2 (cloned) (cloned) | Active | Contacts | 1 | Jun 29, 2026 |
| Lead Routing v2 (cloned) | Active | Contacts | 1 | Jun 29, 2026 |
| Lead Routing v2 | Active | Contacts | 1 | Jun 29, 2026 |
| Lead stage - Connected | Active | Leads | 3 | Jun 5, 2026 |
| Change Lead Status when a contact fills out a form | Active | Contacts | 1 | Jun 5, 2026 |
| Tell ticket owners when an SLA is due soon | Active | Tickets | 3 | Jun 5, 2026 |
| Create a support ticket and send a confirmation email | Active | Contacts | 2 | Jun 5, 2026 |
| Update company properties based on defined criteria | Active | Companies | 5 | Jun 5, 2026 |
| Create a task when a company raises funding | Active | Companies | 1 | Jun 5, 2026 |
| Create deal when a contact is created | Active | Contacts | 1 | Jun 5, 2026 |
| Set associated companies to customer when deal closes won | Active | Deals | 3 | Jun 5, 2026 |
| Set company ICP tier to Tier 2 when >50 emp | Active | Companies | 1 | Jun 5, 2026 |
| Closed Won - Customer Update | Active | Deals | 2 | Jun 5, 2026 |
| High-Revenue Company Prioritization | Active | Companies | 3 | Jun 5, 2026 |
| New Company Prospect & Enrichment Task | Active | Companies | 2 | Jun 5, 2026 |
| Closed Won - Finance | Active | Deals | 2 | Jun 5, 2026 |
| High-Value Deal Executive Review | Active | Deals | 2 | Jun 5, 2026 |
| Stale Deal Follow-Up | Active | Deals | 2 | Jun 5, 2026 |
| Closed Lost Disqual | Active | Deals | 3 | Jun 5, 2026 |
| Closed Won Customer Handoff | Active | Deals | 4 | Jun 5, 2026 |
| In Negotiation - Task: Sales Mgr. | Active | Deals | 4 | Jun 5, 2026 |
| Contact Sent | Active | Deals | 4 | Jun 5, 2026 |
| Demo Scheduled Set SQL | Active | Deals | 4 | Jun 5, 2026 |
| New Deal Discovery Call Workflow | Active | Deals | 3 | Jun 5, 2026 |
| Demo Scheduled Deal Follow-Up | Active | Deals | 4 | Jun 5, 2026 |
| GDPR Deletion Request Workflow | Active | Contacts | 2 | Jun 5, 2026 |
| Lifecycle Stage - Customer | Welcome | Active | Contacts | 4 | Jun 5, 2026 |
| Lifecycle Stage - Other | Remove from lists | Active | Contacts | 1 | Jun 5, 2026 |
| Added to List - High Engagement + >50 Score | Active | Contacts | 6 | Jun 5, 2026 |
| Email clicks = High Intent | Active | Contacts | 1 | Jun 5, 2026 |
| Pricing Page Follow-up | Active | Contacts | 3 | Jun 5, 2026 |
| New Customer Notification | Active | Contacts | 1 | Jun 5, 2026 |
| Unsubscribes | Active | Contacts | 2 | Jun 5, 2026 |
| Stale MQL Review | Active | Contacts | 4 | Jun 5, 2026 |
| Added to list - Active Customers | Active | Contacts | 6 | Jun 5, 2026 |
| Last Activity Date >45 + MQL | Active | Contacts | 1 | Jun 5, 2026 |
| Qualified Lead Follow-Up + Deal Creation | Active | Leads | 3 | Jun 5, 2026 |
| Evangelist Welcome | Active | Contacts | 3 | Jun 5, 2026 |
| Inactive Lead Final Check-In | Active | Contacts | 4 | Jun 5, 2026 |
| Re-engagement - Educational | Active | Contacts | 3 | Jun 5, 2026 |
| Set as MQL | Active | Contacts | 3 | Jun 5, 2026 |
| Pipeline is "Support Pipeline", Ticket status is "Closed" | Active | Tickets | 1 | May 6, 2025 |
| Change ticket status when an email is sent to a customer | Active | Tickets | 1 | May 6, 2025 |
| Change ticket status when a customer replies to an email | Active | Tickets | 1 | May 6, 2025 |
| TEST WORKFLOW NEW | Inactive | Deals | 5 | Jul 10, 2026 |
| Welcome Nurture for New Leads | Inactive | Contacts | 2 | Jun 29, 2026 |
| Escalate overdue support tickets | Inactive | Tickets | 2 | Jun 11, 2026 |
| Closed Won customer welcome and kickoff | Inactive | Deals | 3 | Jun 11, 2026 |
| New deal discovery call follow-up | Inactive | Deals | 2 | Jun 11, 2026 |
| MQL follow-up and lead status update | Inactive | Contacts | 3 | Jun 11, 2026 |
| Start tracking intent signals when company becomes a Target Account | Inactive | Companies | 0 | Jun 5, 2026 |
| Prospect companies (INACTIVE) | Inactive | Companies | 0 | Jun 5, 2026 |
| Companies created as Prospect | Inactive | Companies | 0 | Jun 5, 2026 |
| RRA for New Deals | Inactive | Deals | 2 | Jun 5, 2026 |
| Closed-Won <5000 | Inactive | Deals | 2 | Jun 5, 2026 |
| Stale Opp Follow-Up (INACTIVE) | Inactive | Deals | 2 | Jun 5, 2026 |
| Closed Won (INACTIVE) | Inactive | Deals | 4 | Jun 5, 2026 |
| GDPR Consent Renewal | Inactive | Contacts | 3 | Jun 5, 2026 |
| Inactive 90 Days | Inactive | Contacts | 1 | Jun 5, 2026 |
| Unqualified to disqualified | Inactive | Contacts | 3 | Jun 5, 2026 |
| MQL Welcome and Sales Follow-up | Inactive | Contacts | 4 | Jun 5, 2026 |
| Set as MQL (INACTIVE) | Inactive | Contacts | 3 | Jun 5, 2026 |
| Re-engagement for Inactive Leads | Inactive | Contacts | 4 | Jun 5, 2026 |
| Set behavior score on marketing email open | Inactive | Contacts | 1 | Jun 5, 2026 |
| Page Visit Increase Score | Inactive | Contacts | 1 | Jun 5, 2026 |
| Content Download Nurture | Inactive | Contacts | 6 | Jun 5, 2026 |
| Lead Welcome and Educational Content | Inactive | Contacts | 5 | Jun 5, 2026 |
| Set new contacts to Lead and marketing contact | Inactive | Contacts | 3 | Jun 5, 2026 |
| Content Download Follow-up | Inactive | Contacts | 3 | Jun 5, 2026 |
| Demo Request MQL Follow-Up | Inactive | Contacts | 4 | Jun 5, 2026 |
| Contact Us Lead Follow-Up | Inactive | Contacts | 4 | Jun 5, 2026 |
Section
SOP & Documentation
3 of 76 workflows documented · 2 flagged high risk
| Workflow | Risk | Purpose & Notes |
|---|---|---|
| Prospect companies (INACTIVE) | Medium | This workflow isn't connected to anything - let's review. |
| Last Activity Date >45 + MQL | High | This workflow needs to be reviewed. |
| Lifecycle Stage - Other | Remove from lists | High | Review inactive workflows. |
Appendix
Most-Used Properties
Properties used across the most workflows. Changes to these fields carry the highest automation risk.
| Property | Workflows | Trigger | Condition | Action |
|---|---|---|---|---|
| Lifecycle Stage | 26 | 9 | - | 17 |
| Lead Status | 13 | 1 | - | 12 |
| Deal Stage | 8 | 7 | - | 1 |
| Behavior Score | 6 | 3 | - | 3 |
| Pipeline Stage | 5 | 3 | - | 2 |
| Ideal Customer Profile | 4 | - | - | 4 |
| Is Closed Won | 4 | 4 | - | - |
| Pipeline | 3 | 3 | - | - |
| Last Activity Date | 3 | 3 | - | - |
| List Membership | 3 | 3 | - | - |
| Last email activity | 2 | 2 | - | - |
| Last email date | 2 | 2 | - | - |
Summary
Recommendations
A concise overview of audit flags and highlights to prioritize next steps.
- Issue4 workflows flagged for broken enrollments. Review each workflow's enrollment triggers and fix or replace broken references.
- Issue3 workflows flagged for empty workflows. Add at least one action or turn the workflow off if it has no purpose.
- HighlightNo circular dependencies detected.
- HighlightOverall automation health is 81% (Excellent).
- Issue3 workflows flagged for stale workflows. Review each workflow against current process. Update or archive.
- Issue27 workflows flagged for inactive workflows. Decide: reactivate with a clear owner, or archive permanently.
- Issue39 workflows flagged for standalone workflows. Confirm these are intentional standalone flows. Archive any that are no longer needed.
- Highlight49 of 76 workflows are active, a healthy ratio.
- Issue10 workflows flagged for possible duplicates. Consolidate overlapping workflows into a single canonical version.
- Issue14 workflows flagged for duplicate actions. Audit which workflow should own each property write and remove the others.
- IssueThree identical lead routing workflows active: "Lead Routing v2", "Lead Routing v2 (cloned)", and "Lead Routing v2 (cloned) (cloned)" are all active and contain only delay actions, suggesting broken or incomplete automation that's been duplicated rather than fixed. This creates confusion about which workflow is actually handling lead assignment.
- IssueDeprecated workflows still active: "[OLD] MQL Notification - DO NOT USE" is marked as old in its name but remains active with only a delay action, indicating it's either abandoned mid-build or left running by mistake. Similar patterns exist with workflows marked "INACTIVE" in their names but showing active status.
- IssueMultiple MQL workflows creating conflicts: There are at least 4 different workflows handling MQL progression: "Set as MQL", "Set as MQL (INACTIVE)", "MQL Welcome and Sales Follow-up", and "MQL follow-up and lead status update". The active ones likely overlap in setting properties and creating tasks, risking duplicate notifications to sales.
- HighlightClosed Won automation split across workflows: At least 5 different workflows trigger on deal close won events: "Closed Won Customer Handoff", "Closed Won - Finance", "Closed Won - Customer Update", "Set associated companies to customer when deal closes won", and the inactive "Closed Won (INACTIVE)" and "Closed-Won <5000>". This fragmentation makes it difficult to understand the complete customer handoff process.