Automation for list and workflow management

[SYdoate6]

We are frequently hitting our limits with Lists and Workflows and we are looking to set up automation to regularly clean them up based on their properties. Does anyone have suggestions or best practices for achieving this?

[Akash_Vi_R]

Hey @SYdoate6 - there's no in-built automated way to do this. 

Like @karstenkoehler mentioned, you can do this manually with a calendar block. 

Or you can try 3rd party tools like Superjoin that push data to Google Sheets/Excel. You can create filtered views and remove those contacts on a recurring automatic basis through Superjoin. This is how it'd look:

* You'll pull in data (your contact lists) from Hubspot to GS/Excel.
* You''ll create filtered views on GS/Excel using Superjoin that puts only the unwanted emails (this could be temporary emails like rhyta.com or any other logic you might have to filter the emails).
* You'll set up actions on Superjoin to remove (delete) these contacts from those lists on Hubspot.

This might take a bit to set up. But once done, it'll just work like clockwork.

[Akash_Vi_R]

Hey @SYdoate6 - there's no in-built automated way to do this. 

Like @karstenkoehler mentioned, you can do this manually with a calendar block. 

Or you can try 3rd party tools like Superjoin that push data to Google Sheets/Excel. You can create filtered views and remove those contacts on a recurring automatic basis through Superjoin. This is how it'd look:

* You'll pull in data (your contact lists) from Hubspot to GS/Excel.
* You''ll create filtered views on GS/Excel using Superjoin that puts only the unwanted emails (this could be temporary emails like rhyta.com or any other logic you might have to filter the emails).
* You'll set up actions on Superjoin to remove (delete) these contacts from those lists on Hubspot.

This might take a bit to set up. But once done, it'll just work like clockwork.

[karstenkoehler · Accepted solution]

Hi @SYdoate6,

HubSpot currently does not have any asset-based workflows, so it's currently not possible to set up automation. You would have to make it a routine (e.g. recurring calendar blocker) to review your current lists.

Both for lists and workflows, you should see an "Unused" filtered view, this is a good place to start. After cleaning up those, I'd recommend starting with your oldest workflows and lists and moving towards the present.

Typically, you'll also find a lot of drafts or lists created as enrollment previews from workflows. You can find them by searching lists for "Workflows" and workflows for "Unnamed".

Creating filtered views can also help identify workflows and lists.

Best regards