Executive Summary
Overall, your automations are well-structured with no major issues detected. The findings below are maintenance and optimisation opportunities to keep your portal performing at its best.
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
- 4 Broken Enrollments: Review each workflow's enrollment triggers and fix or replace broken references
- 39 Standalone Workflows: Confirm these are intentional standalone flows
- 14 Duplicate Actions: Audit which workflow should own each property write and remove the others
- 3 Stale Workflows: Review each workflow against current process
- 3 Empty Workflows: Add at least one action or turn the workflow off if it has no purpose
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.
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.
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
AI Insights
Powered by Claude AI: pattern analysis and recommendations beyond rule-based detection.
This portal shows a mature automation setup with 76 workflows across deals, contacts, companies, leads, and tickets, but exhibits signs of iterative development without cleanup. Multiple active workflows contain only delay actions suggesting they're either broken or incomplete, and there are several duplicate or inactive versions of core workflows (like 3 active 'Lead Routing v2' clones) indicating version control issues. The portal has strong coverage for deal stage progression and customer lifecycle management, but workflow maintenance appears overdue.
Issues
Broken or incomplete active workflows
highEight active workflows contain only a single delay action and nothing else: 'test workflow aaron', 'Internal Alert - Sales Team', 'Nurture - Q2 Remote Campaign 2020', '[OLD] MQL Notification - DO NOT USE', and three 'Lead Routing v2' variants. These workflows are enrolling records but performing no meaningful automation, which will create data quality issues and confuse performance reporting.
Multiple active duplicate workflows
highThree versions of 'Lead Routing v2' are all active simultaneously (the original plus two clones), each containing only a delay action. This suggests failed migration or testing that was never cleaned up, and records may be enrolling in multiple versions creating confusion about which routing logic is actually being used.
Inconsistent MQL handling across workflows
mediumMultiple workflows handle MQL creation and follow-up: 'Set as MQL' (active), 'Set as MQL (INACTIVE)', '[OLD] MQL Notification - DO NOT USE' (active but empty), 'MQL follow-up and lead status update' (inactive), and 'MQL Welcome and Sales Follow-up' (inactive). The active version only sets properties and creates tasks, while inactive versions included email nurture, suggesting functionality was removed.
Gaps
Abandoned deal assignment automation
highThe workflow 'RRA for New Deals' is inactive but appears to handle round-robin deal assignment and task creation for new opportunities. No active replacement workflow with similar assignment logic is visible, suggesting new deals may not be getting automatically assigned to reps.
Content nurture workflows all disabled
mediumAll content-focused nurture workflows are inactive: 'Content Download Nurture', 'Content Download Follow-up', 'Lead Welcome and Educational Content', and 'Nurture - Q2 Remote Campaign 2020' (active but empty). This indicates the portal may have abandoned automated content nurture entirely, potentially leaving marketing-generated leads without follow-up.
Opportunities
Lead scoring automation disabled
mediumBoth behavioral scoring workflows are inactive: 'Set behavior score on marketing email open' and 'Page Visit Increase Score'. If lead scoring is still being used for qualification (referenced in 'Added to List - High Engagement + >50 Score'), scores may be stale or manually managed.
Strong deal stage automation coverage
lowThe portal has comprehensive active workflows for each major deal stage: 'Demo Scheduled Deal Follow-Up', 'In Negotiation - Task: Sales Mgr.', 'Contact Sent', and multiple closed-won workflows. Each sets properties, creates tasks, and sends notifications, showing mature deal process automation that appears well-maintained.
Robust customer lifecycle management
lowPost-sale automation is well-developed with 'Closed Won Customer Handoff', 'Lifecycle Stage - Customer | Welcome', 'Closed Won - Finance', 'Closed Won - Customer Update', and customer engagement campaigns. This indicates strong handoff processes between sales and customer success teams.
Recommendations
- 1.Audit and deactivate the eight active workflows that contain only delay actions, starting with the three 'Lead Routing v2' clones and '[OLD] MQL Notification - DO NOT USE', to prevent records from enrolling in non-functional automation.
- 2.Review lead routing and assignment strategy to determine if 'RRA for New Deals' should be reactivated or replaced, ensuring new opportunities are consistently assigned to sales reps.
- 3.Consolidate MQL workflows into a single active version with clear handoff logic, and decide whether to reinstate email nurture components that were present in inactive versions.
- 4.Evaluate whether content nurture and lead scoring workflows should be rebuilt or if those strategies have been intentionally deprecated in favor of other approaches.
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
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 |
SOP & Documentation
2 of 76 workflows documented
| Workflow | Risk | Purpose & Notes |
|---|---|---|
| Prospect companies (INACTIVE) | Medium | This workflow isn't connected to anything - let's review. |
| Companies created as Prospect | Low | This workflow can safely be deleted. |
Appendix
Most-Used Properties
Properties used across the most workflows. Changes to these fields carry the highest automation risk.
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.
- IssueBroken or incomplete active workflows: Eight active workflows contain only a single delay action and nothing else: 'test workflow aaron', 'Internal Alert - Sales Team', 'Nurture - Q2 Remote Campaign 2020', '[OLD] MQL Notification - DO NOT USE', and three 'Lead Routing v2' variants. These workflows are enrolling records but performing no meaningful automation, which will create data quality issues and confuse performance reporting.
- IssueMultiple active duplicate workflows: Three versions of 'Lead Routing v2' are all active simultaneously (the original plus two clones), each containing only a delay action. This suggests failed migration or testing that was never cleaned up, and records may be enrolling in multiple versions creating confusion about which routing logic is actually being used.
- IssueAbandoned deal assignment automation: The workflow 'RRA for New Deals' is inactive but appears to handle round-robin deal assignment and task creation for new opportunities. No active replacement workflow with similar assignment logic is visible, suggesting new deals may not be getting automatically assigned to reps.
- HighlightInconsistent MQL handling across workflows: Multiple workflows handle MQL creation and follow-up: 'Set as MQL' (active), 'Set as MQL (INACTIVE)', '[OLD] MQL Notification - DO NOT USE' (active but empty), 'MQL follow-up and lead status update' (inactive), and 'MQL Welcome and Sales Follow-up' (inactive). The active version only sets properties and creates tasks, while inactive versions included email nurture, suggesting functionality was removed.