Hello,
I am new to HubSpot (was in Marketo for the last 10 years) and I am trying to audit my company’s workflows, specifically around how LifeCycle stage is being set. I can see from the property view that over 100 workflows reference that field but am unable to tell which workflows are simply referencing it as a filter vs editing the property itself. Is there an easy way to do this or am I forced to simply open each one and audit them manually? Thanks!
Hi @AFox5,
At this point, unfortunately, natively you can’t. There is no section in HubSpot that would tell you which workflows are editing the lifecycle stage. The fastest option is typically to review them one by one.
If you have the workflow names from the property “Used in” section, you could theoretically cross-reference them with workflows that have an “Edit record” workflow action. On the workflow index page, there is an “Action type” dropdown which lets you filter for “Edit record”.
But: If you cross-reference these two lists, you might find workflows that reference the lifecycle stage but edit another property. So unfortunately, still, no 100% correct way to find all workflows that edit the lifecycle stage.
You could request this from the product team by submitting a post here: https://community.hubspot.com/t5/HubSpot-Ideas/idb-p/HubSpot_Ideas
Best regards!
HI @AFox5!
This is a great question and a pretty common challenge when auditing HubSpot.
What you’re seeing in the property view is just a list of workflows that use Lifecycle Stage in any way. It doesn’t tell you whether they’re updating it or just referencing it, so unfortunately, there’s no single view that separates the two.
The easier way to approach this is from the Workflows tool. Instead of opening everything blindly, focus on workflows that contain the action “Set property value.”
When you open a workflow:
If it says Lifecycle Stage, then that workflow is actively changing the field. If you only see lifecycle stage in filters or conditions, then it’s just being referenced, not edited.
To simplify this in the long run, a good cleanup step is to consolidate Lifecycle Stage updates into a smaller number of clearly defined workflows and document that logic. This way, the next time someone audits, it’s obvious where changes are happening. There isn’t a single “show me only editors” button, but if you change your approach to find workflows with property-setting actions, you can reduce manual effort significantly and get to the answer much faster.
Hope this helped!
We ran into this exact issue once things scaled.
At some point it turns into a web of workflows all trying to control the same fields.
It works, but it’s hard to reason about and even harder to maintain.
What helped us was moving more of that logic into the creation step instead of relying on workflows after the fact.
Cut down a lot of that overlap.
Hey @AFox5, welcome to HubSpot - that transition from Marketo is quite the journey.
You’re right that there’s no native way to filter workflows by what they do with a specific property (just that they reference it). Manually opening 100+ workflows to figure out which ones are actually setting Lifecycle Stage vs. just using it as a filter is… not fun.
I actually built a tool specifically for this kind of workflow auditing, it’s called Howly and is available on the HubSpot App Marketplace. It lets you see, across all your workflows, exactly which ones are writing to a given property, so you can skip the manual digging entirely.
Happy to answer any questions if you want to know more before trying it out!
Best,
Christian
Founder of Howly