Documentation

Connecting HubSpot

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 to 30 seconds. Large portals (200+ workflows) can take up to 2 minutes.

Syncing your portal

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.

Plans and limits

Entflow has two plan ladders: individual plans (per portal) and agency plans (account-level, covering multiple portals).

Individual plans

Free - 25 workflows, dependency map, conflict detection, AI health scores, changelog, 5 AI analyses/mo, 1 audit report/mo, PNG export, basic canvas (sections + stickies), flow timeline, property impact view. Manual sync with 2-hour cooldown.

Starter ($9/mo) - 50 workflows, everything in Free, unlimited manual sync, workflow tagging, PNG/CSV export, 25 AI analyses/mo, 3 audit reports/mo. (Flow Timeline is not included on Starter - it's available on Free, Growth, Pro, and Enterprise.)

Growth ($19/mo) - 100 workflows, everything in Starter, property conflict detail, canvas tools (sections and sticky notes), Flow Timeline, 75 AI analyses/mo, 10 audit reports/mo.

Pro ($29/mo) - 300 workflows, everything in Growth, full canvas toolkit, SVG/PDF export, auto-sync, 200 AI analyses/mo, 25 audit reports/mo.

Enterprise - Unlimited workflows, everything in Pro, unlimited AI analyses + audits, white-label, custom integrations, dedicated support. Contact us for pricing.

Agency plans (account-level, cover all your connected portals)

Agency Starter ($59/mo) - up to 3 portals, unlimited workflows per portal, all features, 150 AI analyses/mo pooled across portals, 15 audit reports/mo.

Agency Growth ($149/mo) - up to 10 portals, unlimited workflows per portal, all features, 600 AI analyses/mo pooled, 50 audit reports/mo.

Agency Pro ($399/mo) - up to 30 portals, unlimited workflows per portal, all features, 1,500 AI analyses/mo pooled, 90 audit reports/mo.

Agency Enterprise (custom) - for partner agencies that exceed Agency Pro's 30-portal / 1,500-AI / 90-audit envelope. Negotiated limits, dedicated support, custom SLA. Contact us for pricing.

Agency plans are billed at your Entflow account level, not per portal. They override each connected portal's individual tier while active. If you connect more portals than your agency plan's cap, you'll need to upgrade your agency plan before connecting another.

Multi-portal is included on every individual plan (including Free) - the per-portal workflow and AI-analysis limits apply to each connected portal independently. The agency plans exist for accounts that want centralised billing plus a predictable portal cap.

Reading the map

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, action count, and AI health score badge. Click any node to open the Workflow Detail panel on the right.

Object types include the standard four (Contact, Deal, Company, Ticket) plus every custom object in your portal, each rendered with its real HubSpot label and a deterministic colour from a 10-shade palette so two custom objects in the same portal stay visually distinct. The Contact colour matches HubSpot's own brand contact-blue so the visual story carries across both apps.

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.

Active, Inactive, and Deleted tabs

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.

Connection types

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.

Search and filtering

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, or by any individual custom object in your portal. Each custom object appears as its own filter row with its real HubSpot label (e.g. "Authorization", "Project") rather than collapsed under one "Custom" entry, so you can drill in to a single schema with one click.
Users in workflows - filter to workflows that reference a specific HubSpot user - task assignees, internal email recipients, in-app notification targets, owner rotations, owner property writes. User names show as real names instead of numeric IDs (this requires the optional users scope; see Settings → Re-authenticate if names appear as numbers).
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.

Undo and redo

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.

Keyboard shortcuts

Saved filter views

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.

Scanning workflow rows

Every workflow in the analyst dashboard and the cleanup page carries a row of at-a-glance metadata designed to help you spot outliers without opening each workflow.

Capability badges - small icon chips under the workflow name showing what the workflow actually does:

• Sends email - at least one marketing email action (HubSpot action type 0-4).
• Writes N props - counts distinct properties the workflow sets.
• N branches - single or multi-branch conditions.
• Creates records - creates a deal or ticket as a step.
• Enrolls into workflow - chains into another workflow.
• Webhook / custom code - outbound webhook or custom code step.
• Internal notification - in-app notification or internal email.
• N errors - HubSpot error count for the workflow (red badge).
• No recent activity - ACTIVE workflow with no enrollments observed in the last 90 days (amber / 💤).

Timestamps - "Created 3 yrs ago · edited 2 days ago · last ran 4 hrs ago" on every row. Makes "created in 2019, never touched since" workflows pop visually. "Last ran" is the last sync at which Entflow observed new enrollments for the workflow - see the Dashboard section for why we sample this way.

Action mix chart on the dashboard - a stacked bar showing the portal-wide composition of workflow actions (property-set, email, branch, delay, create-record, etc.). Reveals "this portal is 60% property bookkeeping" or "mostly emails" at a glance. Uses the same action-type buckets as the capability badges.

Opening the detail panel

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.

Enrollment trigger

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.

Actions

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.

Health scores and AI analysis

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.

Free plans include 3 deep analyses per month. Starter and above get higher limits.

Dependencies

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.

What if I deactivate this?

The Impact Simulator panel has two tabs: Impact and Unused properties.

Impact 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.

Unused properties lists every CRM property in your portal that no workflow currently reads or writes. Covers Contacts, Companies, Deals, Tickets, and each custom object schema, with per-object counts and a search box. Useful for spotting dormant fields that look important but aren't actually wired into any automation. Each row's pill shows the actual object label (e.g. "Authorization", "Project") so you can tell two custom objects apart at a glance.

Recent changes

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.

Comparing two workflows

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.

When to use Compare

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.

How property impact works

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 view is available on all plans. Conflict detail is available on Growth and above.

Searching any property

The default Property Impact list shows a curated set of high-value properties (Lifecycle Stage, Lead Status, Deal Stage, Pipeline, Owner, etc.). To find *any* property touched by any workflow in your portal, use the search input at the top of the Property Impact section.

Type 2 or more characters to query the full property index. Results show every property matching your search, grouped by object type, with the same click-to-reveal workflow list (Writers / Readers) that the curated list uses.

This answers the most common audit question - "what touches this field?" - without leaving the map. Clear the search (× button or blank the input) to return to the curated list.

Conflict detection

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.

Filtering by object type

Use the pills at the top of the property impact section to filter the property list by object type. Standard object pills (Contact, Deal, Company, Ticket) show by default; if your portal has custom objects with synced properties, each appears as its own pill with the schema's HubSpot label. 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.

AI Analyst overview

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

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 included on Free, Growth, Pro, and Enterprise plans, and on every agency plan. It's not included on Starter.

What audit reports are for

An audit report is a structured, AI-generated deliverable covering a set of workflows you select. Unlike single-workflow AI analysis (which scores one workflow in isolation), an audit report reads the selected workflows together as a system, looks for issues that span them, ranks findings by severity, and produces a single document you can hand to a client or stakeholder.

Typical audit engagements: handing a new agency client a full portal review; a quarterly health check across an in-house team's marketing workflows; a pre-migration audit before moving portals; a deliverability review focused on email-sending workflows only.

Audit reports are available on the Pro plan and on every agency plan.

Creating an audit report

Go to the Audit page from the top navigation. Pick which workflows to include - search by name, filter by object type or status, or bulk-select by tag. You can audit a single workflow, a handful, or the entire portal.

Name the report (e.g. "Q2 marketing audit - Acme Corp") and hit Generate. The AI reads every selected workflow's enrollment criteria, actions, dependencies, and detected issues, then produces a structured report with sections for critical issues, recommended changes, and a summary verdict.

Generation runs in the background - you can close the tab and come back. You'll get a progress bar and a completion indicator.

What's in the report

Each audit report groups findings into severity tiers: Critical (will break or cause data corruption - fix now), High (significant risk - fix this sprint), Medium (worth addressing - plan for the quarter), Low (housekeeping - optional).

Every finding includes: the workflows it applies to, a plain-English description, a HubSpot-specific fix recommendation, and the data that triggered the detection. Audit reports carry the same deeper logic checks as single-workflow AI analysis plus cross-workflow patterns: circular enrollment chains, conflicting property writes, duplicate audience coverage, and missing suppression across related campaigns.

Reports can be exported as PDF for client deliverables.

How the changelog works

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.

Filtering the changelog

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.

How Cleanup works

The Cleanup page analyses your full workflow library and surfaces a prioritised list of issues. Each item belongs to one specific category so you can focus on one kind of problem at a time.

Workflow-state issues

• ERRORING - HubSpot has put this workflow into an error state. Not processing contacts. Fix immediately.
• HIGH_ERRORS - running but logging a high error count or error rate.
• STALE - active but hasn't changed in 6+ months and has zero recent enrollments.
• TEST_WORKFLOW_ACTIVE - named like a test workflow (e.g. "test", "copy of") but still ACTIVE.
• EMPTY - active workflow with zero configured actions.

Loop and cascade issues

• LOOP_RISK - the workflow writes a property that satisfies its own enrollment criteria, with re-enrollment on a matched branch - contacts will loop.
• PING_PONG - two workflows trigger each other via property writes, both with re-enrollment on.
• GOAL_TRIGGER_CONFLICT - goal criteria overlap with enrollment criteria, so contacts enter and immediately exit.
• INACTIVE_REFERENCE - active workflow enrolls into an inactive or deleted workflow. Enrollments silently fail.

Data-handling issues

• REDUNDANT_WORKFLOW - property write fully satisfies enrollment with re-enrollment off (all actions are no-ops).
• DATA_OVERWRITE - overwrites a populated field with a blank or dynamic value.
• LIFECYCLE_REGRESSION - clears then resets a lifecycle property, moving contacts backward.
• DUPLICATE_PROPERTY_WRITES - multiple actions write the same property redundantly inside one workflow.

Email and compliance

• EMAILS_WITHOUT_DELAY - 3+ consecutive marketing emails with no delay between them.
• LONG_FIRST_DELAY - an excessive delay before the first action.

Conflict and structure

• CONFLICT - property write collisions detected by Entflow's conflict engine (different values, overlapping triggers).
• SIMILAR_LOGIC - workflows with near-identical enrollment criteria. Candidates for consolidation.
• DEAD_BRANCHES - branches whose filters are unreachable given the enrollment criteria.
• BROKEN_REFERENCE - references to a list, email, or form that no longer exists.

People and housekeeping

• CATCH_ALL_FORM - form-submission trigger with no specific form ID set.
• DELAY_IN_PAST - a delay-until date that has already passed.
• FUTURE_ONLY_ENROLLMENT - enrollment gated on a future date, effectively dormant.
• TEST_DATA - test email or sample data left inside an action.
• OWNERLESS_NOTIFICATION - internal notification action with no owner check upstream.

Every item carries one of three priorities: High (act this sprint), Medium (plan for the quarter), Low (optional housekeeping).

Priority levels and filters

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.

Resolving and ignoring items

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.

Keeping data fresh

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.

Canvas overview

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 all plans. The full canvas toolkit is available on Pro plan and above.

Exporting the map

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

PNG - raster image, good for presentations and documents. Available on all plans.
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.

Using tags

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.

Re-authenticating HubSpot

Open Settings → Danger Zone and click Re-authenticate on any portal you want to refresh. This re-runs HubSpot's OAuth consent flow with the current scope set, which is the right move when you need to grant a permission Entflow added after you originally connected (for example, the optional users scope that turns numeric user IDs into real names on the map).

Re-authenticating is non-destructive: your synced workflow data, canvas, tags, changelog, dismissed conflicts, and saved filter views all stay intact. The only thing that changes is the OAuth token and the scope set. Both Settings → Danger Zone (in-app) and the consent screen open at the top level so they work cleanly even when Settings is being viewed inside the dashboard's embedded sidebar.

The Re-authenticate button is separate from Disconnect. Disconnect removes your access to the portal entirely (and, if you're the only user, deletes the synced data). Re-authenticate just refreshes the connection.

The reconnect banner

When Entflow ships a feature that needs a permission your portal hasn't granted yet (for example, custom-object label resolution or owner-name resolution), you'll see a yellow "Action required" banner at the top of the app naming the affected feature.

Click the banner's Reconnect HubSpot button to jump straight into the consent flow with the right portal pre-selected. Click the × to dismiss for 7 days; the banner reappears after that if you still haven't actioned it. The banner clears itself automatically once you complete the reconnect and the missing scope is granted.

If you'd rather receive the prompt by email (e.g. a portal that doesn't get opened often), the portal's owner gets a one-off reconnect email when scope-required features ship.

Webhook notifications

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.