After 4 years of using the tool, I finally made my ‘big mistake’!
I was updating a lead distribution workflow in our system and accidentally clicked "enroll all contacts who fit the criteria… it then enrolled 2,000 into the workflow in minutes and sent out lead emails to sales. I was able to stop it in time before it got worse.
I found the property history export data but before I reupload the cleaned up data, I wanted to see if anyone could recommend best practices for cleaning this up? Have you done this and wish you would’ve known certain things in the process?
The one thing I’d be wary about: Are you potentially triggering workflows again by updating these values? (You can check in the property settings whether there are workflows associated with a certain property.) If yes, you might have to switch off a few workflows for the time of the clean-up.
I’d also consider how you communicate this to the team. If other users are either relying on the data or making new changes while you reimport older values, that could cause confusion.
I’m sorry to hear about your “big mistake”—that’s a stressful situation that many of us have faced. You’re smart to ask about best practices for cleanup, but I also wanted to tell you about my app, WorkflowGuard, which is built to prevent this exact type of accident from ever happening.
While my app doesn’t clean up the data after the fact, it acts as a crucial safety net for your workflows. If you had WorkflowGuard, you could have:
Instantly Restored the Workflow: When you accidentally enrolled the wrong contacts, you could have used our one-click restore to revert the workflow to its previous version. This would have immediately stopped it from enrolling more contacts and sending out those emails.
Prevented the Mistake: The ability to instantly restore your workflows provides a crucial safety net, so you never have to worry about the consequences of an accidental click again.
WorkflowGuard solves the root cause of the problem, so you don’t have to spend hours on cleanup. It’s live on the HubSpot App Marketplace and is the only tool that gives you true version control for your workflows.
Good news, there’s a product update which helps undo bulk workflow changes to property values now: HubSpot Login and Sign in
Workflow CRM Property Data Restore
What is it?
Workflow CRM Property Restore is a feature that allows admins to safely undo CRM property changes made by a workflow within the last 14 days.
Instead of manually fixing records, you can restore property values that were changed during that period, helping you quickly recover from unintended changes.
Workflow Data Restore is built on HubSpot’s Unified Data Backup and Restore system, which automatically captures CRM changes made in the last 14 days. This ensures you can reliably restore CRM property updates done by a Workflow!
Why does it matter?
Workflows are a powerful automation tool in HubSpot that can update thousands of CRM records in seconds. However, if it’s configured in a way that doesn’t match the intended outcome, such as incorrect enrollment criteria, logic errors, or accidental edits, it can unintentionally update or delete a large number of CRM records.
Without an easy way to undo those updates, users spend hours manually exporting, filtering, and repairing data to get things back to the way they were.
Workflow CRM Data Restore helps teams:
Recover quickly from automation mistakes
Fix unintended property changes without exporting data or writing cleanup workflows
Restore values changed by a workflow without undoing other recent work
Reduce operational risk when iterating on workflows
Make changes to live workflows with more confidence
Experiment and improve automation, knowing there’s a clear recovery path
Save time and prevent manual cleanup
Avoid hours of spreadsheet work or doing imports to update data
Eliminate the need to re-enter data or reverse changes record by record
Maintain data trust across teams
Ensure CRM data stays accurate and reliable
Minimize downstream impact on reporting, sales processes, and customer communication
By giving you a way to undo changes, Workflow Data Restore makes Workflows safer to use at scale, especially for teams that rely heavily on workflows to manage critical CRM data.
How does it work?
Data Backup and Restore Public Beta access is also required
Workflow Data Restore is built on HubSpot’s Unified Data Backup and Restore system. To use this feature, you must also be enrolled in the Unified Data Backup and Restore public beta.
Once you’ve joined both betas, you’ll have access to the Workflow CRM Property Data Restore feature.
To restore Workflow Property changes:
Open the workflow you want to restore.
In the workflow canvas, select View > Enrollment History
Click Undo CRM changes and choose a time range (up to the last 14 days)
Select Prepare preview and review the changes before restoring them
Confirm to restore the eligible property updates made by the workflow
Who gets it?
Marketing Hub Enterprise, Data Hub Enterprise, Sales Hub Enterprise, Service Hub Enterprise, Smart CRM Enterprise