Before you start

• - Confirm you are in the correct workspace and HubSpot portal.
• - Use an admin account so permissions and settings can be updated.

Step-by-step

1. 1. Go to Settings and connect HubSpot.
2. 2. Confirm the portal selected is the one you want to monitor.
3. 3. Approve the permissions prompt and verify connection status.

Verify success

• - Your workspace is connected and ready to run scans.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If connection fails, reconnect HubSpot in Settings and approve all required scopes.
• - If pages look empty, refresh the workspace selector and confirm the active workspace.

Before you start

• - Confirm you are in the correct workspace and HubSpot portal.
• - Use an admin account so permissions and settings can be updated.

Step-by-step

1. 1. Open Dashboard and run a health check.
2. 2. Wait for scan completion and review top risk areas.
3. 3. Move into Issues and start with highest impact categories.

Verify success

• - You have your first set of findings and a clear action order.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If connection fails, reconnect HubSpot in Settings and approve all required scopes.
• - If pages look empty, refresh the workspace selector and confirm the active workspace.

Before you start

• - Confirm you are in the correct workspace and HubSpot portal.
• - Use an admin account so permissions and settings can be updated.

Step-by-step

1. 1. Start your first analysis and keep the tab open while checks run.
2. 2. Watch progress through automation, data architecture, process, and governance steps.
3. 3. Open the audit snapshot once the flow completes and begin triage.

Verify success

• - You can tell whether first-run setup is still processing or ready for review.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If connection fails, reconnect HubSpot in Settings and approve all required scopes.
• - If pages look empty, refresh the workspace selector and confirm the active workspace.

Before you start

• - Confirm you are in the correct workspace and HubSpot portal.
• - Use an admin account so permissions and settings can be updated.

Step-by-step

1. 1. Check plan and usage status from Settings.
2. 2. Treat Property Audit refresh as included with audit and health check runs.
3. 3. Use Scale when you need higher governance throughput, 500 AI insights/month, and near-unlimited duplicate refresh capacity.
4. 4. Review which quotas are scan-based versus record-based.
5. 5. Decide whether to adjust usage or upgrade when limits are hit.

Verify success

• - You know what is included in your current plan and when to upgrade.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If connection fails, reconnect HubSpot in Settings and approve all required scopes.
• - If pages look empty, refresh the workspace selector and confirm the active workspace.

Before you start

• - Define which teams own contact, company, and deal data quality.
• - Align required fields and stage definitions with your current process.

Step-by-step

1. 1. Open Monitors and review each category.
2. 2. Enable recommended checks first.
3. 3. Disable low-value checks and tune thresholds for your team.

Verify success

• - You can enable the right checks for your current data priorities.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If a monitor is unavailable, verify HubSpot connection and required permissions.
• - If findings feel noisy, reduce scope and tune thresholds before rerunning.

Before you start

• - Define which teams own contact, company, and deal data quality.
• - Align required fields and stage definitions with your current process.

Step-by-step

1. 1. Map lifecycle stages to must-have fields.
2. 2. Add stage-specific required field rules.
3. 3. Re-run checks to verify missing-field findings reduce.

Verify success

• - Records cannot progress without the critical fields your team needs.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If a monitor is unavailable, verify HubSpot connection and required permissions.
• - If findings feel noisy, reduce scope and tune thresholds before rerunning.

Before you start

• - Define which teams own contact, company, and deal data quality.
• - Align required fields and stage definitions with your current process.

Step-by-step

1. 1. Review your pipeline stages and criteria.
2. 2. Set stage-level required properties.
3. 3. Validate by running a health check and reviewing deal issues.

Verify success

• - Deal progression enforces the key information needed at each stage.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If a monitor is unavailable, verify HubSpot connection and required permissions.
• - If findings feel noisy, reduce scope and tune thresholds before rerunning.

Before you start

• - Define which teams own contact, company, and deal data quality.
• - Align required fields and stage definitions with your current process.

Step-by-step

1. 1. Open Settings and define check schedule.
2. 2. Configure notification channels and recipients.
3. 3. Review next run timing and status in Runs.

Verify success

• - Checks run automatically and the right people are notified.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If a monitor is unavailable, verify HubSpot connection and required permissions.
• - If findings feel noisy, reduce scope and tune thresholds before rerunning.

Before you start

• - Define which teams own contact, company, and deal data quality.
• - Align required fields and stage definitions with your current process.

Step-by-step

1. 1. Open a run from Health Checks history.
2. 2. Use Pause checks during long runs, then Resume checks when ready.
3. 3. After completion, use Re-run failed checks to retry only failed monitors.

Verify success

• - You can recover scans faster without restarting full checks every time.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If a monitor is unavailable, verify HubSpot connection and required permissions.
• - If findings feel noisy, reduce scope and tune thresholds before rerunning.

Before you start

• - Agree a weekly cadence for issue triage and remediation.
• - Decide who owns each issue category before bulk changes.

Step-by-step

1. 1. Start in the overview counters.
2. 2. Select one category at a time to narrow scope.
3. 3. Move through records in that category before switching.

Verify success

• - You focus on the biggest risks and avoid list fatigue.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If issue counts jump unexpectedly, compare the latest run with the prior run.
• - If duplicates dominate, run Duplicate Radar first, then rerun checks.

Before you start

• - Agree a weekly cadence for issue triage and remediation.
• - Decide who owns each issue category before bulk changes.

Step-by-step

1. 1. Review top recommendations in the Fix Plan.
2. 2. Assign ownership by category.
3. 3. Track issue counts down over each run.

Verify success

• - Your team has a practical, low-friction order of operations.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If issue counts jump unexpectedly, compare the latest run with the prior run.
• - If duplicates dominate, run Duplicate Radar first, then rerun checks.

Before you start

• - Agree a weekly cadence for issue triage and remediation.
• - Decide who owns each issue category before bulk changes.

Step-by-step

1. 1. Use Fix Mode when actively resolving high-impact issues.
2. 2. Switch to Explore Mode for trend analysis, history, and broader reporting.
3. 3. Return to Fix Mode after review to keep execution focused.

Verify success

• - Your team stays focused during remediation while preserving access to deeper reporting when needed.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If issue counts jump unexpectedly, compare the latest run with the prior run.
• - If duplicates dominate, run Duplicate Radar first, then rerun checks.

Before you start

• - Agree a weekly cadence for issue triage and remediation.
• - Decide who owns each issue category before bulk changes.

Step-by-step

1. 1. Switch Issues to All records view.
2. 2. Select visible records and choose status, assignee, due date, and note.
3. 3. Apply changes and refresh to confirm updated lifecycle state.

Verify success

• - Issue queues stay current with ownership and due dates without one-by-one edits.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If issue counts jump unexpectedly, compare the latest run with the prior run.
• - If duplicates dominate, run Duplicate Radar first, then rerun checks.

Before you start

• - Agree a weekly cadence for issue triage and remediation.
• - Decide who owns each issue category before bulk changes.

Step-by-step

1. 1. Filter to the issue scope you want to action and switch to All records view.
2. 2. Select records and set a list name in the HubSpot static list panel.
3. 3. Create list and review created/skipped/unsupported totals.

Verify success

• - Selected issue records are turned into actionable HubSpot lists for downstream cleanup.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If issue counts jump unexpectedly, compare the latest run with the prior run.
• - If duplicates dominate, run Duplicate Radar first, then rerun checks.

Before you start

• - Agree a weekly cadence for issue triage and remediation.
• - Decide who owns each issue category before bulk changes.

Step-by-step

1. 1. Apply filters to focus the dataset.
2. 2. Export in the required format.
3. 3. Share with owners and set due dates.

Verify success

• - You can share actionable findings and progress externally.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If issue counts jump unexpectedly, compare the latest run with the prior run.
• - If duplicates dominate, run Duplicate Radar first, then rerun checks.

Before you start

• - Run a fresh audit before sharing any score externally.
• - Use the same workspace/portal each time for consistent trend tracking.

Step-by-step

1. 1. Open audit and review status by section.
2. 2. Focus on critical/warn items first.
3. 3. Use linked findings to move from score to action.

Verify success

• - You can explain current portal health and remediation priorities clearly.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If scores look stale, run a fresh scan and reload the audit page.
• - If export fails, retry after scan completion and check browser popup settings.

Before you start

• - Run a fresh audit before sharing any score externally.
• - Use the same workspace/portal each time for consistent trend tracking.

Step-by-step

1. 1. Run a fresh audit for current data.
2. 2. Open the page guide for section context.
3. 3. Export the summary PDF and share.

Verify success

• - You can produce a clean audit report for internal or client review.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If scores look stale, run a fresh scan and reload the audit page.
• - If export fails, retry after scan completion and check browser popup settings.

Before you start

• - Run a fresh audit before sharing any score externally.
• - Use the same workspace/portal each time for consistent trend tracking.

Step-by-step

1. 1. Open Property Audit and run Refresh to pull the latest metadata and usage signals.
2. 2. Filter by object, recommendation, decision, and search to isolate a cleanup batch.
3. 3. Apply row-level or bulk decisions and confirm Review/Deprecate sync feedback.
4. 4. Export CSV when you need external review or handoff.

Verify success

• - You have an auditable decision trail for property cleanup with clearer next actions.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If scores look stale, run a fresh scan and reload the audit page.
• - If export fails, retry after scan completion and check browser popup settings.

Before you start

• - Confirm duplicate rules are reviewed before enabling team-wide merge workflows.
• - Ensure key users understand primary-vs-merge direction before actioning records.

Step-by-step

1. 1. Review the confidence tier on each candidate in the app queue.
2. 2. Check guardrail messages before handing off the record.
3. 3. Use the HubSpot card or workflow action only when confidence and context align.

Verify success

• - You can decide quickly when to hand off to HubSpot execution versus keep reviewing.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If merge is blocked, read guardrail reason and resolve activity/conflict first.
• - If card data is missing, reload record and verify portal connection status.

Before you start

• - Confirm duplicate rules are reviewed before enabling team-wide merge workflows.
• - Ensure key users understand primary-vs-merge direction before actioning records.

Step-by-step

1. 1. Open a record and load the Spotless Duplicate Radar card.
2. 2. Review the suggested primary and candidate records in the card.
3. 3. Use the merge and cleanup actions in HubSpot after the app review queue has narrowed the work.

Verify success

• - Teams can review and action duplicates without leaving HubSpot.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If merge is blocked, read guardrail reason and resolve activity/conflict first.
• - If card data is missing, reload record and verify portal connection status.

Before you start

• - Confirm duplicate rules are reviewed before enabling team-wide merge workflows.
• - Ensure key users understand primary-vs-merge direction before actioning records.

Step-by-step

1. 1. Open the Spotless card or workflow action for a candidate.
2. 2. Confirm the primary/merge direction and review warnings.
3. 3. Run the merge and verify the success message in HubSpot.

Verify success

• - Merges happen in HubSpot with clearer intent and lower risk.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If merge is blocked, read guardrail reason and resolve activity/conflict first.
• - If card data is missing, reload record and verify portal connection status.

Before you start

• - Confirm duplicate rules are reviewed before enabling team-wide merge workflows.
• - Ensure key users understand primary-vs-merge direction before actioning records.

Step-by-step

1. 1. Run duplicate refresh to identify records.
2. 2. Sync duplicate property flags into HubSpot.
3. 3. Use the generated lists to prioritize cleanup.

Verify success

• - Duplicates become visible in HubSpot lists and automations.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If merge is blocked, read guardrail reason and resolve activity/conflict first.
• - If card data is missing, reload record and verify portal connection status.

Before you start

• - Confirm duplicate rules are reviewed before enabling team-wide merge workflows.
• - Ensure key users understand primary-vs-merge direction before actioning records.

Step-by-step

1. 1. Add Spotless merge action to a workflow.
2. 2. Gate entry on duplicate flag and object type.
3. 3. Review output fields for status and merged count.

Verify success

• - You can automate duplicate cleanup for flagged records at scale.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If merge is blocked, read guardrail reason and resolve activity/conflict first.
• - If card data is missing, reload record and verify portal connection status.

Before you start

• - Confirm role ownership for automation changes and app settings.
• - Document current workflow state before applying major changes.

Step-by-step

1. 1. Run a workflow refresh.
2. 2. Inspect status and drift insights.
3. 3. Export change sets for documentation.

Verify success

• - You can spot risky workflow changes before they impact pipeline.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If workflow actions do not appear, recheck app deployment and installed scopes.
• - If member access looks wrong, review role assignments in workspace settings.

Before you start

• - Confirm role ownership for automation changes and app settings.
• - Document current workflow state before applying major changes.

Step-by-step

1. 1. Open Workflows and switch to the Changes tab.
2. 2. Review added/removed/changed workflows and risk changes.
3. 3. Use the AI insight panel to identify key changes and recommended focus.

Verify success

• - You get a faster narrative of workflow drift and a clearer remediation focus.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If workflow actions do not appear, recheck app deployment and installed scopes.
• - If member access looks wrong, review role assignments in workspace settings.

Before you start

• - Confirm role ownership for automation changes and app settings.
• - Document current workflow state before applying major changes.

Step-by-step

1. 1. Open Notifications and enable email and/or Slack delivery.
2. 2. Set recipient emails and webhook details, then save.
3. 3. Confirm status badges and review the digest preview panel.

Verify success

• - The right stakeholders receive digest updates automatically after completed scans.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If workflow actions do not appear, recheck app deployment and installed scopes.
• - If member access looks wrong, review role assignments in workspace settings.

Before you start

• - Confirm role ownership for automation changes and app settings.
• - Document current workflow state before applying major changes.

Step-by-step

1. 1. Open Workspace settings and review HubSpot scope health status.
2. 2. Inspect missing scopes and feature impacts if action is required.
3. 3. Download the security summary for audit/compliance documentation.

Verify success

• - You can confirm permissions health and share compliance context with security stakeholders.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If workflow actions do not appear, recheck app deployment and installed scopes.
• - If member access looks wrong, review role assignments in workspace settings.

Before you start

• - Confirm role ownership for automation changes and app settings.
• - Document current workflow state before applying major changes.

Step-by-step

1. 1. Open member settings and invite users.
2. 2. Set role access and responsibilities.
3. 3. Review account ownership and admin coverage.

Verify success

• - Your workspace is secure, collaborative, and properly scoped.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If workflow actions do not appear, recheck app deployment and installed scopes.
• - If member access looks wrong, review role assignments in workspace settings.

Before you start

• - Confirm role ownership for automation changes and app settings.
• - Document current workflow state before applying major changes.

Step-by-step

1. 1. Confirm callback URL and required scopes.
2. 2. Reconnect HubSpot from workspace settings.
3. 3. Reinstall app in portal if distribution/scope changed.

Verify success

• - You can restore connection quickly without breaking app setup.
• - The destination page/action opens without errors.
• - You can repeat this workflow with the same result.

If something looks wrong

• - If workflow actions do not appear, recheck app deployment and installed scopes.
• - If member access looks wrong, review role assignments in workspace settings.