Documentation

Connect HubSpot from the landing page or the connect page. Entflow requests read-only OAuth access - we can see your workflow configurations, property definitions, pipeline and stage info, and email and list metadata. We cannot modify, create, or delete anything in your portal.

After authorising, Entflow begins syncing automatically. You'll see a real-time progress bar. Small portals (under 50 workflows) typically sync in 15–30 seconds. Large portals (200+ workflows) can take up to 2 minutes.

Each sync runs a full diff against the previous state - new workflows, modified workflows, and deleted workflows are all detected and recorded in the changelog.

Free plan: manual syncs with a 2-hour cooldown. Starter, Growth, Pro, and Enterprise: unlimited manual syncs via the Sync button in the top bar. Pro and Enterprise: automatic background syncing on a configurable interval.

Free - 10 workflows, dependency map, conflict detection, AI health scores, changelog. Manual sync with 2-hour cooldown.

Starter ($9/mo) - 50 workflows, everything in Free, unlimited manual sync, workflow tagging, property impact view, PNG/CSV export.

Growth ($19/mo) - 100 workflows, everything in Starter, property conflict detail, canvas tools (sections and sticky notes).

Pro ($29/mo) - 300 workflows, everything in Growth, full canvas toolkit, SVG/PDF export, auto-sync, multi-portal.

Enterprise - Unlimited workflows, everything in Pro, white-label, custom integrations, dedicated support. Contact us for pricing.

The workflow map shows every workflow in your portal as a node on an interactive canvas. Connections between nodes represent real dependencies - shared properties, cross-enrollment triggers, list memberships, and email audience overlaps.

Each node shows: workflow name, object type (contact, deal, company, ticket), action count, and AI health score badge. Click any node to open the Workflow Detail panel on the right.

Scroll to zoom, drag to pan. The minimap in the bottom-right shows your position. Use the filter sidebar to search by name, filter by status, object type, dependency type, tags, or property impact.

The three tabs at the top of the canvas filter workflows by status:

Active - workflows currently enabled in HubSpot. Inactive - workflows that exist but are turned off. Useful for auditing what's been paused. Deleted - workflows you've soft-deleted from Entflow. These are recoverable - click a deleted workflow node and use the restore button in the detail panel.

Deleting a workflow in Entflow does not delete it in HubSpot. It only hides it from your Active view. If a workflow was deleted in HubSpot itself, Entflow will detect this on the next sync and move it to the Deleted tab automatically.

Connections are colour-coded by dependency type:

Orange - Cross-enrollment. One workflow enrolls contacts from a list or trigger that another workflow also uses. Blue - Property dependency. Two workflows share a property - one reads it, the other writes it, or both write it. Purple - Shared list. Both workflows reference the same CRM list. Red - Email overlap. Both workflows send from the same email template or to the same audience.

You can filter which connection types are visible using the Dependencies section of the filter sidebar.

The filter sidebar on the left has five sections:

Search - filters the visible nodes by workflow name in real time. Clicking a result in the dropdown centers the canvas on that node and opens its detail panel. Status - show only Active, Inactive, or Erroring workflows. Object Type - filter by Contact, Deal, Company, or Ticket workflows. Dependencies - filter by connection type (property dependency, cross-enrollment, list reference, email overlap). Tags - filter by custom tags you've applied to workflows. Property Impact - select any property to highlight every workflow that reads or writes it on the canvas. Only active workflows are shown in the impact list.

The map supports undo and redo for node moves and soft deletes.

Ctrl+Z - undo the last action (move or delete). Ctrl+Y or Ctrl+Shift+Z - redo. Del key - soft delete the currently selected workflow node.

Node position changes are saved automatically to your layout.

Apply any combination of filters in the sidebar (status, object type, dependency type, tags, properties) then click 'Save current filters' at the bottom of the sidebar to name and save the preset.

Saved views are stored locally in your browser. Click any saved view to instantly apply those filters. Hover to reveal the delete button.

Up to 10 saved views are stored per portal.

Click any workflow node on the canvas to open the Workflow Detail panel on the right side. The panel shows the workflow's full configuration as parsed from HubSpot's API.

The header shows the workflow name, status badge, object type, action count, and AI health score. Use the Open in HubSpot button to jump directly to the workflow editor in HubSpot.

The Enrollment Trigger card shows how contacts enter the workflow. For event-based workflows (form submissions, page views, meeting bookings), Entflow shows the trigger type and the specific form or event. For filter-based workflows, it shows the property conditions that must be met for enrollment.

Re-enrollment and unenrollment settings are also shown here.

The Actions card shows every step in the workflow in order. Click any action to expand it and see the full configuration - email content, property values, delay durations, task details, and more.

Use "Expand all" to open every action at once. Actions that write properties are highlighted, as these are the most likely sources of conflicts with other workflows.

Every workflow gets an A–F health score calculated locally in your browser - no API calls, instant results, free on every plan. The score checks for common issues: missing suppression lists, emails without delays, missing unenrollment criteria, deep branch nesting, and property updates that could cause re-enrollment loops.

The "Run deep analysis" button sends the full workflow definition to the AI Analyst. Unlike local scoring, the AI reads and understands the workflow logic - it can catch GDPR compliance gaps, re-enrollment loop risks, deliverability issues, and configuration problems that rule-based checks miss. Every issue is rated Critical, Warning, or Info and comes with a specific, HubSpot-native fix suggestion.

Deep analysis is available on Starter plan and above.

The Dependencies card lists every workflow connected to the current one, grouped by connection type. Click any connected workflow name to jump directly to it - the canvas will center on that node and the detail panel will update instantly.

The impact simulator at the bottom of the detail panel shows what would break if you turned off this workflow. It checks which other active workflows depend on it - through cross-enrollment, shared lists, or property chains - and gives you a safe/unsafe verdict with a full list of affected workflows.

The Recent Changes card shows the last 10 changelog entries for this specific workflow - actions added or removed, enrollment criteria changes, status changes, and more. Click "View full diff" to see the before/after state of any change.

Select any two workflows using the search dropdowns at the top of the Compare page. Entflow fetches their full details - enrollment triggers, filter conditions, and every action - and renders them side by side.

Enrollment criteria are decoded into plain English. Filter conditions show the property name (not the internal ID) and the operator.

Any active conflicts between the two workflows are shown automatically below the headers.

Click 'Open in HubSpot' next to either workflow to jump directly to the workflow editor in HubSpot.

Compare is accessible from Cleanup Recommendations (on CONFLICT and SIMILAR_LOGIC items), from the Workflow Map detail panel, and directly at /compare?portal=YOUR_PORTAL_ID&a=WORKFLOW_A_ID&b=WORKFLOW_B_ID.

Before merging workflows - compare two similar workflows to see if they really do the same thing before consolidating them.

After a clone - if a workflow was cloned from another, compare them side-by-side to spot where the copy has diverged.

Debugging - if two workflows are creating competing outcomes, compare their enrollment triggers and actions to find the conflict.

Handoffs - compare a newly rebuilt workflow against the original to verify nothing was lost.

Property impact is in the filter sidebar under "Property Impact". It shows every workflow that reads or writes any property in your portal, grouped by object type (Contact, Deal, Company, Ticket).

Each property row shows a W badge (writers - workflows that set this property) and an R badge (readers - workflows that use this property as an enrollment trigger or branch condition). Click a property to highlight the relevant workflows on the canvas.

Property impact is available on Starter plans and above.

Entflow uses a two-gate system to distinguish real conflicts from harmless duplicates:

Redundant writes (amber) - multiple workflows set the same property to the same static value. Safe to run simultaneously, but may indicate copy-paste duplication that could be consolidated.

Write collisions (red) - multiple workflows write different or dynamic values to the same property AND their enrollment triggers overlap, meaning they can process the same contacts at the same time. The last writer wins, and the outcome is unpredictable.

Conflicts appear as coloured warning icons on the property row. You can dismiss a conflict if it's intentional. Dismissed conflicts can be restored from the dismissed filter.

Conflict detail is available on Growth plans and above.

Use the All / Contact / Deal / Company / Ticket pills at the top of the property impact section to filter the property list by object type. The conflict count badge updates to reflect only the visible conflicts.

The "X conflicts" button filters the list to show only properties with active write conflicts.

The AI Analyst page (top navigation) shows all your workflows in a table with their health scores. Click "Run analysis" on any workflow to get a deep review.

The Analyst checks for: - Missing GDPR consent gates before marketing email actions - Nurture sequences without suppression lists or engagement branching - Property updates that trigger re-enrollment loops in connected workflows - Email sends without adequate delay spacing - Incomplete task configurations and missing owner assignments - Hardcoded content IDs that break when content is deleted or renamed

Every issue is rated Critical, Warning, or Info, with a specific fix suggestion you can action inside HubSpot immediately.

Flow Timeline (top navigation) uses AI to map how your workflows execute across the full customer lifecycle - from lead capture through nurture, sales handoff, onboarding, and retention.

The AI reads all your workflows as a system and traces the causal chains: which workflows trigger downstream workflows through property changes, cross-enrollments, and list memberships. It organises them into lifecycle stages so you can see the full journey a contact takes through your automation.

Flow Timeline is available on Growth plan and above.

Every time Entflow syncs your portal, it compares the current state of every workflow against the last known state. New workflows, deleted workflows, and modified workflows are all detected automatically.

Changes are recorded with a timestamp and a summary. Click "diff" on any change to see the full before/after state - which action was added, which property value changed, what enrollment criteria was modified.

The changelog is available on all plans.

Use the filter dropdown at the top of the changelog to show only specific change types: workflow created, workflow modified, workflow deleted, action added, action removed, enrollment criteria changed, and more.

The Cleanup page analyses your full workflow library and surfaces a prioritised list of issues across seven categories: Conflicts, Erroring, Broken Links (INACTIVE_REFERENCE), Stale, Duplicates (SIMILAR_LOGIC), High Errors, and Data Management.

Erroring - workflows HubSpot has put into an error state. They are not processing contacts at all. Fix immediately.

Stale - active workflows with zero enrolled contacts that haven't changed in over six months. These are likely redundant or misconfigured.

High errors - active workflows with logged errors in HubSpot. The actions are running but failing for some contacts.

Conflicts - property write collisions and circular dependencies detected by Entflow's conflict engine.

Similar triggers (SIMILAR_LOGIC) - groups of active workflows that all enrol on the same property or event. These may be candidates for consolidation.

Inactive references (INACTIVE_REFERENCE) - active workflows that enrol contacts into inactive or deleted workflows. Those enrollments will silently fail.

Data Management - workflows with data handling patterns that may cause issues, such as overwriting critical properties or missing suppression logic.

Each recommendation has a priority: High, Medium, or Low.

High items need immediate action - erroring workflows, confirmed conflicts, and critical dependency issues.

Medium items are important but not urgent - stale workflows, high error counts, and enrollment into inactive targets.

Low items are housekeeping - similar trigger groups that could be merged, and informational conflicts.

Use the filter tabs to focus on one category at a time, or use the Actions menu to ignore all LOW items or mark everything resolved.

The Cleanup page is available on all plans.

Mark an item as Resolved once you've fixed it in HubSpot - it moves to the Resolved section at the bottom. Mark it as Ignored if it's intentional and you don't want it resurfacing.

Click 'AI suggestion' on any item to ask the AI Analyst for a specific fix recommendation. The AI reads the issue details and returns a concrete action to take in HubSpot.

Conflict and duplicate items show a direct 'Compare' link to open a side-by-side view of the involved workflows.

If more than 7 days have passed since your last sync, a banner appears on the Cleanup page prompting you to re-sync. Data in Entflow is only as fresh as your last sync - for accurate cleanup recommendations, sync regularly.

The canvas toolbar at the bottom of the map gives you annotation tools to document your workflow architecture on top of the live dependency map.

Sections - draw a labelled area around any group of workflows (e.g. "Marketing Owned", "Sales Handoff", "Onboarding"). Sticky notes - drop a note anywhere to document decisions, flag issues, or add ownership context. Shapes - rectangles, diamonds, circles for custom diagramming. Text - free-form text labels for anything that needs explanation. Connectors - draw custom arrows between any elements on the canvas. Smart guides - snap to grid and alignment guides when moving nodes.

Basic canvas (sections and sticky notes) is available on Growth plan. The full canvas toolkit is available on Pro plan and above.

Use the Export button in the top toolbar to export the current canvas view.

PNG - raster image, good for presentations and documents. Available on Starter and above. CSV - spreadsheet of all workflows with status, action count, and dependency count. Available on Starter and above. SVG - vector format, scales perfectly for large prints. Available on Pro and above. PDF - print-ready document. Available on Pro and above.

Use "Copy as image" from the canvas right-click menu for a quick PNG copy to clipboard.

Tags let you label workflows for filtering and organisation. Create tags from the Tags section of the filter sidebar. Each tag has a colour, and you can assign multiple tags to any workflow.

Common uses: team ownership (Marketing, Sales, RevOps), funnel stage (Lead Capture, Nurture, Onboarding), status (Needs Review, Deprecated, In Progress).

Tags are available on Starter plans and above.

Go to Settings → Notifications to configure outbound webhook notifications.

Paste a Slack Incoming Webhook URL to receive a formatted message in Slack whenever a sync completes or new conflicts are detected.

Paste any generic webhook URL to receive a JSON POST on every sync. The payload includes the portal ID, portal name, event type, workflow count, conflict count, change count, and timestamp.

Both Slack and generic webhooks are optional and independent.