I would like to catalog my workflows

[PAtlan]

I need to put some order in my workflows, which have grown "organically" for the past two years. 

To do so, I would like to map properties of my main objects (contacts, deals, companies) to the workflows they trigger and the workflows that impact them. 

I'll then be able to simplify, rationalize, cull etc all these workflows.

Is there a way to do this that doesn't imply a lot of work with the API?

Thanks

[karstenkoehler · Accepted solution]

Hi @PAtlan,

Personally, I would approach this differently – depending on the number of workflows of course.

In smaller portal, lets say >200 workflows, I would simply go through them one by one. I use Snap Links in Firefox to bulk open links. Set aside your favorite beverage, put on your favorite music, try to start with a clear browser and then work through them one by one.

In larger portals, I would go about this in a more structured way.

1. Identify idle, turned off, outdated, unused workflows (by using the filter on the workflow index page)
2. Review workflows with errors
   (these two steps typically result in a surprising number of removed workflows already)
   
   
3. Continue to review workflows by number of contacts enrolled in the past 7 days, to work from most impactful to least impactful

While doing the above, I would also start enforcing a good workflow naming convention if you're not doing so already.

I'm not aware of any integration or tool that allows for a faster approach than the above, and I'm not sure the HubSpot API even is capable of, for example, checking which properties are used in workflow enrollment specifically, versus being referenced anywhere in the workflow.

Hope this helps!