1 — Quick inventory: surface every workflow and the fields it touches
Start by extracting a list of active workflows, triggers and automation rules. In HubSpot download the workflow export or open each workflow to list "properties used"; in Salesforce check Flows and Process Builder; in Marketo/Pardot list smart campaigns and automation rules. If you don't have an export, open each workflow and copy the trigger, entry conditions and any fields the actions read or write into one column of a spreadsheet.
Focus on the facts: workflow name, trigger event, object (contact/company/deal), and the specific properties referenced. Aim for a 30–60 minute sweep — small teams on the South Coast (Fareham, Hampshire) can do this in an afternoon with a single shared sheet and one person driving the notes.
2 — One-sheet dependency map and fast mitigations
- Create rows for each workflow and columns for: field/property name, read/write, data source (form, import, API), free-text vs dropdown, external source (third-party sync), consent risk, and duplicate‑prone. Flag fields that are free-text, populated by external systems, or used in handoffs.
- Add quick mitigation columns: default value, validation rule (format or required), provenance field (who/where), gating list (small static list to block), and a breakpoint flag (workflow should pause if provenance or validation fails).
- For mitigations you can implement in an afternoon: set sensible defaults, add simple dropdowns or validation in the form layer, create a short provenance field, and add a single gating list or checkbox that prevents the workflow from firing until the field passes basic checks.
3 — Smoke tests, ownership and a daily watch
Run two smoke tests before re-enabling automations. First, a canary record you control (create a test contact/company) to exercise each workflow and verify the right fields are read and written. Second, pick a small random sample of real records (10–20) that represent common edge cases and run the same checks. Use a spreadsheet to capture expected vs actual outcomes and note any mismatches.
Assign an owner to every high‑risk field (those you flagged as free-text, external, consent or duplicate‑prone) and add a daily alert or saved list to watch for drift (e.g. sudden spikes in blank values or unexpected formats). If you want a quick local starting point, see our CRM optimisation in Fareham service page for hands‑on options. If you’d prefer us to run the afternoon session and hand you the one‑sheet, Optira can help as a practical helper rather than a long project.