Workflow Inventory template.

What's inside — the exact file

This is the complete template, not a sample. The rows are worked examples — replace them with your data (and delete them before any platform import).

What this template is for

Workflows accumulate like triggers do in Zendesk: built for a campaign, never retired, until the portal is a haunted house of automations nobody will touch because nobody knows what breaks. This inventory catalogs every active workflow with its purpose, trigger, actions, and a keep/kill verdict — the prerequisite for any serious portal change.

The pre-filled rows model the categories that show up everywhere: lead routing, lifecycle movement, internal notifications, list maintenance, and the inevitable orphaned campaign follow-up from two years ago. Inventory yours against them and the kill list writes itself.

How to use it, step by step

1. List every active workflow. Work through Automation → Workflows systematically. Every active workflow gets a row; long-paused ones worth keeping get a row with a note, the rest are already dead — deactivate formally.
2. Write the purpose as a plain sentence. 'Routes new demo requests to the right owner by territory.' If the purpose can't be stated in a sentence — or nobody knows it — that's a verdict signal, not a formality.
3. Record enrollment triggers and look for overlaps. Two workflows enrolling on the same form or property change are how contacts get double-processed. The enrollment_trigger column side-by-side is where overlaps become visible.
4. Check last-edited dates against reality. A routing workflow last edited three years ago routes to a team that no longer exists that way. Old and critical is the dangerous combination — verify those first.
5. Issue verdicts and kill safely. Turn off (don't delete) the kill list, watch two weeks of normal operation, then delete. Workflows feed each other — the pause period catches the dependency you missed.
6. Attach the inventory to your change process. New workflow? New row. It's thirty seconds at build time that saves the next admin a week of archaeology.

What each column means

Common mistakes to avoid

• Deleting instead of pausing — paused workflows are your rollback; deleted ones are gone along with their enrollment history.
• Ignoring re-enrollment settings when auditing — half of 'mysterious' contact behavior is a workflow re-enrolling records nobody expected it to.
• Killing a workflow that another workflow, list, or integration depends on — check what consumes the properties and lists it sets before deactivating.
• Auditing workflows but not the lists and properties they maintain, leaving zombie lists that look meaningful and update never.

Questions, answered

How many workflows is too many?

There's no magic number — there's a maintainability test: can your team state every active workflow's purpose? Portals with 40 documented workflows are healthier than portals with 15 mysteries. The inventory is the documentation.

What breaks most often when workflows sprawl?

Contradictions: one workflow sets a lifecycle stage while another sets it back, or two routing flows assign different owners depending on which fires last. Side-by-side enrollment triggers in this sheet is how you spot the fights.

Do we need Operations Hub for any of this?

The inventory and cleanup need nothing beyond core workflow access. Operations Hub adds data-quality automations and programmable actions that help at scale — as of July 2026 that's a tier decision worth running through our HubSpot Plan Finder with your actual needs.

This is a Market Disrupt worksheet, not a vendor file. Import-format templates follow each platform's documented layout as of July 2026 — platforms evolve, so validate against current documentation before a large import.