Hi. I’m a hubspot newbie and I want to clean up our imported database and it’s important to tag/rate/ segment leads in Hubspot CRM? From here I would like to create custom email follow up flows
Hi @Onward2025,
Tagging in HubSpot happens through existing properties and custom properties:
To create emails, please refer to this documentation:
Let me know if you have any follow-up questions!
Hi @Onward2025 and welcome to the HubSpot Community!
It’s great to have you here, and we understand that navigating a new CRM and optimizing your database can seem daunting at first.
You’re asking some excellent questions about how to tag, rate, and segment leads to create custom email follow-up flows, which are crucial steps for effective marketing.
HubSpot is designed to help you achieve exactly this, and there are several powerful features, especially some new ones announced at INBOUND 2025, that can assist you.
Here’s how you can approach cleaning up your imported database and setting up your follow-up flows:
1. Regarding cleaning up your imported database
Since you’re looking to clean up your imported data, HubSpot’s Data Quality Overview and overall Data Hub capabilities are incredibly relevant:
• Automated Data Quality: The Data Quality Overview helps you monitor, find, and automatically fix problems in your customer data, such as duplicates, formatting issues, and outdated information. This means less manual work for you and a more reliable database for your marketing efforts.
• AI-Powered Cleanup: AI-powered tools continuously scan your database to identify and resolve common data issues. You’ll receive proactive alerts about data issues before they impact your campaigns.
• Automated Enrichment: The Data Quality Overview can also automatically add missing information to customer records by pulling relevant details from conversations and third-party sources, giving you more complete customer profiles without tedious manual updates.
• Ensuring Consistency: It helps to ensure consistent data entry, which is vital for effective personalization and segmentation.
2. For tagging, rating, and segmenting Leads
For identifying and organizing your leads, HubSpot offers advanced tools, many of which leverage AI for deeper insights:
• Smart Properties and Data Agent: While “tagging” isn’t a direct feature name, you can effectively “rate” or categorize leads using Smart Properties, powered by the Data Agent. The Data Agent researches and answers custom questions about your customers by analyzing your CRM, calls, emails, documents, and the web. This allows you to create custom properties in your CRM to store unique insights, such as what products a company offers or if they are in a buying cycle. This eliminates hours of manual research and keeps your data current.
• AI-Powered Contact Enrichment: Use AI-Powered Contact Enrichment and Data Agent to enrich your Smart CRM data with new signals like firmographics, job changes, or company activity.
• Data Studio for Enhanced Understanding: Data Studio, a flagship feature of Data Hub, allows you to combine and enhance customer data from across your tech stack (HubSpot, spreadsheets, data warehouses, external apps) into unified, actionable datasets. This gives you a much better understanding of your customers, which is fundamental for precise segmentation.
• Segments for Audience Targeting: HubSpot’s new Segments feature (formerly “Lists”) provides powerful tools for audience targeting and dynamic, AI-driven segmentation.
3. As far as creating custom email follow-up flows
Once your data is clean and your leads are segmented, you can build highly personalized and effective email follow-up flows:
• AI-Powered Email: HubSpot’s AI-Powered Email is an intelligent email engine that uses your CRM data to create, personalize, and optimize campaigns.
• Workflows and Automated Actions: The insights from Data Agent can be used directly within workflows. For instance, if the Data Agent identifies a lead in a buying cycle, this can trigger a specific email follow-up sequence. The Data Studio can also sync datasets to workflows for dynamic automation.
• Programmable Automation: For unique or complex automation needs, Programmable Automation (Custom Code Actions and Webhooks) allows you to build specific workflow logic that standard actions might not address, handling multi-system processes and eliminating manual handoffs.
Good luck with your data cleanup and follow-up flows! Let us know if you have any questions, we’re here to help you every step of the way!
Have a lovely day!
Bérangère