tomgranot/hubspot-admin-skills/cleanup-workflows

Cleanup 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

• A HubSpot service key (HUBSPOT_ACCESS_TOKEN in .env; an existing legacy private app token also works) with the automation scope
• Python 3.10+ with `uv`
• Note: The Automation API may return 403 on some plan tiers. If so, audit manually in HubSpot UI under Automation > Workflows.
• Strongly recommended: run /workflows-as-code first to export a JSON backup of every workflow — deleted workflows cannot be restored, but an export lets you recreate them via the API.

Step-by-Step Instructions

Stage 1: Plan

Confirm with the user before starting:

1. Archive-first policy: turn off, wait a week, then delete (recommended)?
2. Any workflows that must never be touched (compliance, integrations)?

Stage 2: Before

Inventory all workflows via the v4 Automation API:

import os, requests
from dotenv import load_dotenv
load_dotenv()
TOKEN = os.environ["HUBSPOT_ACCESS_TOKEN"]
BASE = "https://api.hubapi.com"
HEADERS = {"Authorization": f"Bearer {TOKEN}", "Content-Type": "application/json"}
flows, after = [], None
while True:
    params = {"limit": 100}
    if after:
        params["after"] = after
    resp = requests.get(f"{BASE}/automation/v4/flows", headers=HEADERS, params=params)
    resp.raise_for_status()
    data = resp.json()
    flows.extend(data.get("results", []))
    after = data.get("paging", {}).get("next", {}).get("after")
    if not after:
        break

For each workflow, record: flow ID, name, enabled status, type, created date, last updated date. Enrollment counts are visible in the UI (Automation > Workflows > Details).

Stage 3: Execute

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 Superseded workflows replaced by newer versions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 or go-to-workflow action)?
• Does the workflow set properties that other workflows depend on?
• Is there any documentation referencing this workflow?

Present the candidate list to the user and wait for explicit confirmation. Then, for confirmed candidates: turn each workflow off first (in the UI, or PUT /automation/v4/flows/{flowId} with isEnabled: false — the PUT requires the current revisionId), wait one week, then delete via DELETE /automation/v4/flows/{flowId} or the UI.

Stage 4: After

1. Re-run the inventory and confirm the deleted workflows are gone.
2. Document deleted workflows in a cleanup log (name, purpose, reason for deletion).
3. Notify workflow owners.

Rollback

• Deleted workflows cannot be restored in HubSpot.
• A /workflows-as-code export taken beforehand contains each workflow's full JSON definition — recreate a deleted workflow with POST /automation/v4/flows from its export.
• 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.