Cleanup Workflows

Audit and remove inactive, test, or deprecated workflows from HubSpot. Identifies workflows that have never enrolled contacts, workflows turned off for 90+ days, and test workflows.

Audit HubSpot workflows to remove dead weight. Unused workflows clutter the automation dashboard and make it harder to understand what is actually running.

Prerequisites

• HubSpot API token in .env
• Python with hubspot-api-client installed via uv
• Note: The Workflows API may return 403 on some plan tiers. If so, audit manually in HubSpot UI under Automation > Workflows.

Step-by-Step Instructions

Stage 1: Before — Inventory All Workflows

Pull all workflows. The Automation API endpoint for workflows:

python

import requests

headers = {"Authorization": f"Bearer {os.getenv('HUBSPOT_API_TOKEN')}"}
response = requests.get(
    "https://api.hubapi.com/automation/v4/flows",
    headers=headers,
    params={"limit": 100}
)
workflows = response.json()

For each workflow, record: ID, name, enabled status, type, enrollment count, created date, last updated date.

Stage 2: Execute — Identify Candidates for Deletion

Flag workflows matching any of these criteria:

1. Turned off for 90+ days with no plans to reactivate
2. Zero enrollments ever (likely test or abandoned drafts)
3. Test workflows (names containing "test", "temp", "copy of", "draft")
4. Superseded workflows replaced by newer versions
5. Error state workflows that have been failing consistently

Before deleting, check:

• Does the workflow feed into another workflow (via enrollment trigger)?
• Does the workflow set properties that other workflows depend on?
• Is there any documentation referencing this workflow?

Stage 3: After — Delete and Document

1. Turn off workflows first, wait one week, then delete if no issues arise.
2. Document deleted workflows in a cleanup log (name, purpose, reason for deletion).
3. Notify workflow owners before deletion.

Stage 4: Rollback

• Deleted workflows cannot be restored.
• Before deleting, screenshot or document the workflow logic (triggers, actions, branches) so it can be recreated if needed.
• HubSpot retains workflow activity history on contact records even after the workflow is deleted.

Tips

• Use folders in the workflows dashboard to organize by team, purpose, or status.
• Prefix draft/test workflows with "[TEST]" so they are easy to identify later.
• Review workflows quarterly as part of the database cleanup routine.