How it works
Get contacts
Pull contacts updated or not validated in the last 90 days
Validate emails
Check deliverability, catch-all status, disposable domains
Validate phones
Verify numbers and standardize to E.164 format
Update and report
Set validation status fields, post summary to Slack
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Run weekly CRM data cleanup on HubSpot contacts:
1. Get all contacts updated in the last 90 days (or not validated in 90 days)
2. For each contact with an email:
a. Validate email using Abstract API
b. Update HubSpot property "Email Status":
- "Valid" if deliverable
- "Risky" if catch-all or unknown
- "Invalid" if undeliverable or disposable
c. Update "Last Validated" date
3. For each contact with a phone:
a. Validate phone using Abstract API
b. Update "Phone Status" and format to E.164
4. Create summary report:
- Total contacts scanned
- Valid / Risky / Invalid counts
- List of contacts needing attention
5. Post report to @sales_ops_channel
6. Tag invalid contacts for cleanup workflow
Schedule: Weekly on Sunday at 2:00 AMFields updated
Email Status
Valid / Risky / Invalid
Phone Status
Valid / Invalid with E.164 format
Email Type
Personal / Role / Disposable
Last Validated
Track data freshness
Variations
Continuous validation
Validate contacts in real-time instead of batches.
When contact is created or email changed: Validate immediately. Update status before lead enters any workflow. Route invalid leads to cleanup queue. Pre-campaign cleanup
Clean a specific list before sending an email campaign.
Get all contacts in campaign list. Validate emails not checked in 30 days. Remove invalid from send list. Alert marketer with cleaned stats. Duplicate detection
Find and merge duplicate contacts.
Find contacts with same email domain. Check name similarity (fuzzy match). Create merge suggestions in HubSpot. Alert ops team for review. FAQ
How long does validation take for 10,000 contacts?
At about 2 validations per contact (email + phone), expect 2-3 hours for a full scan. Schedule overnight. The workflow processes in batches to respect API rate limits.
Should I delete invalid contacts?
Not necessarily. Tag them and exclude from active campaigns. Some may update their info later, or you may want them for reporting. Create a "needs attention" list for sales to review.
What about GDPR and data retention?
This workflow helps compliance by identifying contacts with invalid data. You can extend it to flag contacts for deletion based on your retention policies.
Can this work with Salesforce?
Yes. Replace the HubSpot connector with Salesforce. The validation logic and reporting remain the same.