With an inventory where every workflow has an owner, a purpose and a review date; the ones nobody can explain are paused first in a controlled test, not deleted. HubSpot helps with the Unused tab, workflow health and each workflow's connections, but the business judgment comes from your team in Chile or Latin America.
| Workflow | Owner and purpose | Status |
|---|---|---|
| New deal assignment | Sales · routes by region | Reviewed this quarter |
| 7-day follow-up reminder | Sales · reminds the owner | Reviewed this quarter |
| Copy contacts to marketing | No owner · nobody can explain it | Pause in a test |
| Lead scoring 2023 | No actions in 90 days | Review or delete |
Because people change and the portal does not. A previous partner built automations for a campaign that ended, a rep who left set up reminders for himself, someone tested an idea and never turned it off. Each one keeps enrolling records and sending emails.
In the portal of a B2B company in Chile or Latin America with a few years of use it is normal to find dozens of workflows turned on and only some with a living owner. The risk is that one changes an owner, clears a value or sends an email to the wrong database without anyone seeing it.
Under Automation > Workflows there are four tabs: All workflows; Needs review, with errors in the last seven days; Unused, turned off or without actions executed for more than 90 days; and Deleted, with those removed in the last 90 days. Filters narrow by on or off, type, creator, team, folder and action type.
Inside each workflow, the details page has Performance, Enrollment history with six months of data, Action logs with 90 days and Issues. The Connections tab shows which lists, forms, emails and workflows depend on it. If you leave the description blank, HubSpot generates it with AI, but that description does not know who the owner is.
When you turn a workflow off, enrolled records stay inside but actions, except delays, stop executing and show up as errors. Nothing new enrolls. If in two weeks nobody complains and reports do not change, the workflow was not needed.
Deleting is only partly reversible: a deleted workflow can be restored for 90 days, but it comes back as a new, inactive workflow, with no history. And if another list or workflow uses it, HubSpot will not let you delete it until you review the connections. The order is understand, pause, observe, delete.
With three short routines: every month someone reviews the Unused tab; every quarter owners confirm their workflow still does what the description says; and before any big change you review the Connections and the Usages tab of the properties you are about to touch.
Folders per area, a name that starts with the process and a description with owner and date turn the list into a document any new person can read. It is what a new partner will ask you for on day one.
Six steps with HubSpot's own tools. No need to export anything to a spreadsheet yet.
Under Automation > Workflows > All workflows, filter by On and sort by type. Note how many there are per object: contacts, companies, deals, tickets.
The Unused tab shows those turned off or without actions for more than 90 days; Needs review, those that failed in the last seven days. They are the candidates to delete and to fix, in that order.
Open the workflow, review Performance, Enrollment history and Connections, and write the description with owner, what it is for and the review date. Move it to its area's folder.
Use the Test tool with a real record to see what it would do. Then turn it off, tell the team and wait two weeks watching Action logs and Issues.
Before deleting, export or clone the workflow from the File menu. Deleting leaves 90 days to restore, but without history. If Delete appears disabled, check the Connections.
Unused tab every month, owner confirmation every quarter and Connections review before every change. With Enterprise, assign each workflow to a team.
Deleting a workflow without checking Connections: a list or a form depended on it.
Turning off a workflow with records inside and believing pending actions will complete.
Test workflows from an old campaign that keep sending emails.
Every workflow created by a user who no longer works at the company, with no description.
30 minutes with Roberto. No demo and no access to your CRM.
We inventory workflows, integrations, properties, reports, permissions and usage, with the risk list and a prioritized backlog. It is the base of the rescue and of the operations plan, where the inventory stays alive and every automation is documented and in your name.
Inventory, risks and prioritized backlog in 10 hours. Free with a 12-month operations plan.
See the DiagnosticWe fix what is broken and document every critical workflow with purpose, owner, dependencies and review date.
See the serviceIn Managed and Dedicated HubSpot the inventory is updated with every change and everything stays in your name.
See operations plansThe guarantee that applies
Workflows, integrations, code and keys documented and in your name. If you change partners, you lose nothing.
We put them in writing because they are what we control.
That it is turned off or has not executed actions in the last 90 days. If a list or another workflow references it, HubSpot does not consider it unused. The tab is available in Professional and Enterprise.
They stay enrolled, but actions stop executing, except delays, and show up as errors. No new records enroll. When you turn it back on, the ones that completed a delay do not resume on their own.
Yes, for 90 days, from the Deleted tab. It comes back as a new, inactive workflow, with no history or previous versions. That is why it is worth exporting it before deleting.
In its Connections tab, which shows the lists, forms, emails and workflows that use it or that it uses. If the Delete button appears disabled, there are still active connections.
To understand what it does, yes; to know who answers for it, no. The inventory needs owner, purpose and review date written by your team.
The Unused tab every month, owners every quarter and Connections before any big change. A full diagnostic when you change partners, as we do across Chile and Latin America.
Designs the CRM architecture, integrations and operation of each account. He writes these guides from what he sees every week in HubSpot portals of B2B companies across Chile and Latin America.
Meet the teamWe review one concrete problem, its impact and your starting point. No demo and no access to your CRM.
