How To Check Workflows That Assign To Deactivated Users

Smart CRM & Sales Hub Tips, Tricks & Best Practices
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Hi, I have a client with a deactivated user in HubSpot. They used to assign contacts to this user. They have approx. 230 workflows. Short of going through each workflow, they/we are wondering if there is a way to identify whether any existing workflows update a contact owner property to the deactivated user.

We want to ensure workflows are only assigning contacts to active users.

Any help is appreciated. Thank you!

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Hi @abockler1f,

There isn’t any way to filter for workflows that assign owners directly - however, when you navigate to Settings > Properties and look up the Contact owner, Deal owner etc properties, and open the properties, they will have a ‘Used in’ tab.

In this tab, you’ll see which workflows reference the owner properties. That still doesn’t tell you whether the property is referenced in enrollment, a branch or the “Set property value” or rotation action, but it narrows down the list.

Best regards!

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@karstenkoehler Thank you. I checked that, and I think this client may not have any workflows that assign contacts to the deactivated user anymore. So that’s good news.

For reference for anybody who stumbles upon this post - the deactivated user still owns contacts in HubSpot. I checked a few contacts’ owner history to see if I could tell how the ownership was assigned/changed over time. The contacts I looked at didn’t have any good info, but it was another reference point for me.

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Hi @abockler1f,

Good news :slightly_smiling_face: HubSpot Login and Sign in

Find & replace users references in Workflows

What is it?

Admins can now find and replace user references across workflows in bulk! This makes it easy to identify workflows that reference a specific user—such as those that assign deals or tickets—and replace that user with another user. Admins no longer need to manually open and edit each workflow to update user references

Why does it matter?

As teams grow and change, workflows often reference users who leave the company, change roles, or are temporarily unavailable. Until now, there’s been no easy way to bulk identify and update workflows a specific user is referenced, forcing admins to manually review potentially hundreds or thousands of workflows. This manual process is time-consuming, error-prone, and easy to miss, leading to broken automations, failed notifications, and disrupted business processes. Find and replace user references gives admins a reliable way to quickly update workflows during role changes, reorganizations, or coverage gaps, reducing administrative burden and keeping automations running smoothly.

How does it work?

This feature is only available for admins.

From the Settings Page:

  1. Go to Settings.
  2. Navigate to Users & Teams.
  3. Search for the user you want to update, then click into their user profile.
  4. In the user profile, navigate to the Review user’s records and assets section.
  5. Find ‘Workflow configurations’ and click the ‘View All’ button.
  6. You’ll be taken to the Workflows screen with the find/replace experience.
  7. Select the user you want to find (the one currently referenced in workflows).
  8. Select the user you want to replace them with.
  9. Click Replace to apply the changes.

From the Workflows

Please note: Replacements may take a few minutes to complete, depending on how many workflow references need to be updated.

Who gets it?

Marketing Hub Professional, Marketing Hub Enterprise, Data Hub Professional, Data Hub Enterprise, Sales Hub Professional, Sales Hub Enterprise, Service Hub Professional, Service Hub Enterprise, Smart CRM Professional, Smart CRM Enterprise

Hope this helps!

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Thanks for following up!