Workflow audit

Data Hub đź’¬ RevOps Discussions
1

I’m currently working on a workflow audit for an existing org by going into each workflow to eyeball what it does and the properties used. After doing about 50 of these, my eyes are starting to cross. Is there an easier way to do this with the Hubspot API or another tool?

It would be a lot easier if I could quickly pull a text-based version of each workflow that lists properties used (or even specific users mentioned in a workflow) along with a simplified breakdown of the workflow steps/decision trees. I’d be happy if I could just query what properties are used or what specific users are mentioned across workflows.

2

I feel your pain and hate to be the bearer of bad news. Sadly this can only be done by hand.

3

Oh my. Thanks for the reply! Do you have any tips for making this process easier?

4

More caffeine :winking_face_with_tongue:

5

I think I need to make the coffee a little stronger…!

6

Hey there,
On top of caffeine, if there are properties you want to know in which workflows they are being used, you can do that. This won’t completely solve your problem, but if there are some properties the organization prioritizes and manage strictly, it can be helpful.

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7

Hey @fierceweek I just wanted to share a free tool I created to help people audit their workflows and other assets. Should help you find workflows which aren’t built to best practice or may be causing problems with your data.
Originally built this for my clients and they loved it so rolled it out free!
www.crmperfect.com

8

Hello,

I can completely relate to your problem. Manually auditing workflows by “eyeballing” them is a huge, time-consuming pain.

This is exactly why we built our app, WorkflowGuard. We created it to automate the entire process you’re describing.

Instead of manually reviewing each workflow, our app provides Audit Trails and Compliance Reports that give you a complete log of all user actions and changes. You can also export this data in a structured format (JSON), which is much easier to work with than manually trying to query the HubSpot API. This provides the simplified, text-based breakdown you’re looking for, helping you quickly identify properties, users, and every change that was made.

You can try it out for yourself with a 21-day free trial on the HubSpot Marketplace:

9

Hi @rraijung6, thank you for sharing this integration with the HubSpot Community!
To add to this and to help @fierceweek and other Community Members, I’d like to share this endpoint that might be helpful:
- Automation API | Automation v4 API (BETA)
Also, for new feature suggestions, I’d recommend first to search and check if this idea is already present on our Ideas Forum here. If you find a similar idea, give it an upvote and share your unique use case in the comments.
If the idea doesn’t exist already, please consider posting and creating a new Idea on our Ideas Forum here.
Thank you for being part of the discussion!
Have a lovely day!
Bérangère

10

Late to the party (but better late then never) - if you haven’t tried Howly, it’s worth a look. It maps all your workflows visually, flags the broken/orphaned ones, and shows dependencies so you know what you’re touching before you touch it. Would love to know if it solves the pain for you. It’s on the HubSpot Marketplace if you want to try it.