Absolutely agree with this feature being a thing! Hubspot API should definitely created a log in board for you to see your current workflows in a visualization and also allow you to plan additional workflows that are in the pipeline.
The easiest way to document your workflows, I believe is based on these 3 action points:
1) Creating a clear and concise naming convention for workflows (e.g., TEAM - OBJECT - FUNCTION)
2) Utilizing the description section of the workflows (e.g., writing the business goal/objective solved, triggers, criteria)
3) And organizing the workflows in specific folders (e.g., depending on teams) and customizing the column view.
@jspencerdav I think you raise a very good point! But I think the RevOps way is exactly to utilize the resources you have to keep HubSpot as the single source of truth - so that information can be easily found and accessible.
This solution works if you have a pretty standard workflow hierarchy and of course, have set appropriate user permissions that limit the access to the workflows tool to designated HubSpot administrations. Also another point is *education* - making sure that the people responsible for the workflows are entering the data correctly.
Specific workflows
Workflow folders
This is nothing innovative of course but can be easily overlooked - What do you think about this solution?
Fully with you @Juliaaa, after experimenting with documenting in Miro, ClickUp, Google Docs and so on the only methodology that has proven to be robust is to apply a clear naming convention and to use the tools within HubSpot itself.
Late to the party (by about 3.5 years), but I actually built a solution to this. I was pretty tired of redrawing Miro boards, so now I just plug into client portal, and all the workflows are documented/drawn out automatically. Happy to demo on a sandbox!
Yes please to the demo! This would be so great to have.
@CBaun - I stumbled across this ancient thread this morning while pulling my hair out trying to understand dozens of workflows built by somebody else. I know that some of the AI tools can connect to HubSpot’s MCP server and automatically generate the documentation now… before I try to prompt my way to success, any pointers on using Miro or other smart diagramming tools to help here? Thanks!
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Hey @DylanOMahony - I made this video (HubSpot Workflows | QA & Visualization Demo) which could be helpful - and definitely check out Howly which was purpose-built for this exact scenario. Happy to chat more or share a demo!
On the MCP angle - HubSpot’s own MCP is really good, but surfacing workflow internals isn’t quite there yet. Howly’s MCP is a nice +1 there - you just point Claude at it and ask about the portal instead of clicking through dozens of workflows one at a time.
This is outstanding - exactly what I was looking for. I’m knocking Howly around right now, this is going to accelerate my ability to wrap my head around ~70 workflows that I didn’t create myself.
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Love to hear it! Happy to jump on a call and help you get the most out of it - let me know.