Workflows showing failed actions (deleted property reference, missing list, send-from-address removed). Audit HS02 fires here.
At a glance
Workflows currently showing failed actions in the trailing 7 days. Most-common causes: a property the workflow references was deleted, a list-trigger no longer exists, a send-from address was removed, or a delay step references a property that returned null. Pulled from /automation/v3/workflows plus the per-workflow execution-history endpoint.
| What it counts | COUNT(distinct workflow) WHERE workflow.status = 'enabled' AND error_events_count_7d > 0. Each row in the underlying alert table gives workflow id, name, error count, last-error timestamp, and most-common error category. |
| HubSpot Hub scope | All Hubs that allow workflows (Marketing Hub Pro/Enterprise, Sales Hub Pro/Enterprise, Service Hub Pro/Enterprise). Starter tiers do not have workflows; this card is empty there. |
| Error categories | HubSpot exposes execution-history with error codes including MISSING_PROPERTY, MISSING_LIST, INVALID_EMAIL_ADDRESS, RATE_LIMIT_EXCEEDED, SEND_FROM_NOT_VERIFIED, WORKFLOW_VERSION_MISMATCH. The card captures all categories. |
| Disabled workflows | Excluded. A workflow currently turned off cannot generate new errors; this card is the live-issue list. |
| Stale errors | Errors older than 7 days drop off; persistent failures will continue to fire on each enrolment cycle and stay flagged. |
| Workflow version | Reflects current published version. If a rep saved a draft fix two minutes ago but did not publish, errors continue to fire against the live version. |
| Multi-portal aggregation | One card per portal; workflows are portal-scoped objects. |
| Currency | n/a (count). |
| Time window | 7D rolling. Captures both flash errors (a one-off bad enrolment) and persistent failures (a deleted property reference firing on every enrolment). |
| Alert trigger | any workflow with >0 errors. Audit HS02 cross-fires with the same threshold. |
| Roles | marketing, engineering |
Calculation
Calculated automatically from your HubSpot data. See the At a glance summary above for what the metric tracks and the worked example below for a typical reading.Worked example
A B2B SaaS portal running 38 active workflows. Reading on 14 Apr 26:| Workflow | 7D errors | Most-common error | Last error |
|---|---|---|---|
| Welcome Series (5-step) | 0 | n/a | n/a |
| MQL Handoff Notification | 0 | n/a | n/a |
| Trial Expiry Nurture | 142 | MISSING_PROPERTY (trial_end_date) | 14 Apr 26 09:14 |
| Customer Onboarding (3-step) | 38 | INVALID_EMAIL_ADDRESS | 14 Apr 26 06:02 |
| Pricing-Page Re-engagement | 12 | MISSING_LIST | 13 Apr 26 22:47 |
| Quarterly Care Newsletter | 4 | SEND_FROM_NOT_VERIFIED | 12 Apr 26 14:30 |
| Churn-risk Notification (Sales) | 1 | WORKFLOW_VERSION_MISMATCH | 11 Apr 26 17:55 |
| Total this card | 5 workflows, 197 error events |
- Trial Expiry Nurture is the biggest fire (142 errors). The workflow references
trial_end_date, a custom property, and someone deleted that property in a Properties cleanup last week. Every enrolment now fails at the delay step. Audit HS02 surfaces the workflow id and the missing-property name as a single fix. - Customer Onboarding has 38 INVALID_EMAIL_ADDRESS errors. This is structurally different from a property-rename: each error is a real customer with a typo’d or fake email at signup. The workflow is fine; the data is not. Fix is a form-validation upstream, not a workflow edit. Pair with
Form Submission Volume. - Pricing-Page Re-engagement (12 errors, MISSING_LIST). A list named in the workflow’s enrolment trigger was deleted (probably renamed by accident, then HubSpot lost the reference). Re-link the list and the workflow recovers within the next enrolment cycle.
- Quarterly Care Newsletter (4 errors, SEND_FROM_NOT_VERIFIED). The
from-addresswas a former employee’s email; their account was off-boarded last week. Replace with a marketing alias (e.g.careat the brand domain) and re-verify in Domain settings. - Workflow Error Spike alert correlates with this card. When the Trial Expiry Nurture workflow’s 142-error day caused a 7-day baseline spike of 2σ+, the
Workflow Error Spikereal-time alert surfaced it within an hour. This card is the rolling weekly view; the spike alert is the immediate signal.
Sibling cards merchants should reference together
Workflow errors are the leading indicator for downstream pipeline drops:| Card | Why pair it with Workflows With Errors |
|---|---|
| Workflow Error Spike | The real-time anomaly. This card is the 7-day rolling list; the spike alert fires within an hour of an unusual error burst. |
| Active Workflows | The denominator. 5 errored / 38 active = 13.2% error rate; healthy portals stay below 5%. |
| Workflow Enrolment Volume | Sudden zero-enrolment days often correlate with workflow errors at the trigger step. |
| Top Workflows by Enrolments | Which workflows actually move volume. An errored workflow that drives 60% of enrolments is the priority fix. |
| Marketing Emails Sent | Errors at the send step collapse send volume; pair to confirm a send-volume drop is workflow-driven, not list-driven. |
| Email Deliverability Drop | If errors are SEND_FROM_NOT_VERIFIED or RATE_LIMIT_EXCEEDED, deliverability often drops alongside. |
| Form Submission Volume | Form-trigger workflows fail when forms are renamed; a form-submission drop with workflow errors confirms a broken trigger chain. |
| Workflow-Triggered Commerce Revenue | The cross-channel revenue impact of broken workflows. Errored revenue-driving workflows directly cost commerce $. |
Reconciling against the vendor’s own dashboard
Where to look in HubSpot: Two native views give the closest comparison:HubSpot → Automation → Workflows (each workflow row shows error indicator) HubSpot → Automation → Workflows → individual workflow → History tab (per-workflow error log)The workflow-list view’s red-dot indicator should match the workflows in this card. Why our number may legitimately differ from HubSpot’s:
| Reason | Direction | Why |
|---|---|---|
| Sync lag | Ours lower for the most recent 5-15 minutes | Workflow errors fire instantly in HubSpot’s UI; Vortex IQ trails by one sync cycle. New errors appear in our card within 15 minutes. |
| Stale-error retention | Either | HubSpot’s UI retains error history for 30+ days; this card is a 7-day rolling view. Errors older than 7 days drop off here but remain visible in HubSpot. |
| Workflow scope | Ours wider | HubSpot’s Automation page shows workflows the user has access to. Vortex IQ reads through portal-wide token. |
| Disabled workflows | Both same | Both exclude. |
| Draft-version errors | Both same | Errors against unpublished drafts are not counted; only errors against currently-running versions. |
| Card | Expected relationship | What causes legitimate divergence |
|---|---|---|
| Workflow-Triggered Commerce Revenue | Errored revenue-driving workflows show as flat / dropping in this cross-channel view | Lag of 7-30 days as the revenue funnel catches up to the workflow break. |
| Klaviyo Total Sends | If HubSpot triggers Klaviyo via integration, Klaviyo sends drop when the integration workflow errors | Direct workflow-to-Klaviyo bridge breaks fast; webhook-to-Klaviyo via Zapier or Make may have its own retry semantics. |
| Stripe Subscription Events | Customer-onboarding workflow errors may delay Stripe subscription provisioning | Manual rep intervention often masks the workflow error in MRR data. |