Hi everyone,
I’m curious how other companies are safeguarding and documenting their workflows in HubSpot.
We’re currently using Pro Backup, but while it stores the workflow data in the background, it doesn’t really help us visualize the workflows — there are no screenshots or PDF-style versions of what the workflow actually looks like in HubSpot.
That makes documentation and troubleshooting difficult, especially when we want to audit or review changes.
So I’d love to know:
- How do you document workflows in a structured and scalable way?
- Do you use internal tools like Notion or Confluence?
- Do you rely on sandbox testing?
- Has anyone built a versioning or monitoring solution using the HubSpot API (e.g. via Make/Zapier)?
Appreciate any practical insights or best practices! Thanks!
Hi @COHagan8,
Could you elaborate on the purpose of the backup?
I’m asking mostly because HubSpot gives you access to the workflow version history – which, in combination with limiting workflow permissions for users – provides a good starting point.
Beyond being able to see changes, restore previous versions, and blocking users from making changes, which additional aspects would a backup solve for you?
Best regards
Hey @COHagan8 ,
we document everything in Confluence. Not only for our internal toolstack, but for all customer projects.
We found out a system that works for us, which is a combination of whiteboards (the Confluence feature) and normal pages. We go top down and document each layer, so that we do not have a giant piece of content but structured layers.
Layer 1: A whiteboard to visualze the toolstack architecture, including data flows between applications.
Layer 2: A whiteboard or sometimes only a normal page for each complex tool (HubSpot, Jira, …)
Layer 3: A page for complex configurations in the context of their use case (workflows, automation, custom field, properties)
Its practical that you can link elements in the whiteboard, so in the end you have a clickable and modular documentation where you can “zoom” in and out as needed.
I highly recommend documenting always in the context of the use case! What is the idea behind a workflow or configuration? Who requested it? Who build it? All this little information snippets that get lost in the process and are hard to reconstruct.
Let me know if I should elaborate more on the different layers.
Best,
Marina
Hello!
I can only imagine how stressful that situation is. You’ve hit on a significant pain point that many HubSpot users face. It’s great that you were able to catch the mistake and restore the workflow itself. That’s a crucial first step.
While my app, WorkflowGuard, doesn’t restore the changed property values on your businesses, it’s designed to solve the very first part of your problem—the workflow mistake.
With WorkflowGuard, you could have performed an instant, one-click rollback of the misconfigured workflow. This would have saved you the time and worry of manually recreating it.
Your situation highlights a critical need in the HubSpot ecosystem. While our app focuses on protecting the workflow itself, a comprehensive data restoration tool would be a valuable feature. We appreciate you sharing your experience as it gives us valuable insight into what the community needs.
Best of luck in getting those property values restored.