How to Count Total Marketing Contacts in HubSpot Workflows (Using Custome Workflow Business)

Purpose

The primary purpose of this workflow action is to automatically count the total number of contacts currently set as "Marketing Contacts" across your entire HubSpot account and return that number.

The resulting number (the count) is returned as an "action output" in the workflow. This allows you to save the count to a property or use it as a condition for a branch in subsequent actions.

Use Cases

This feature is extremely useful for managing your HubSpot marketing contact tier (contract limit) and monitoring costs.

• Monitoring Marketing Contact Limits: Periodically fetch the total number of marketing contacts and send an internal notification (alert) if the number approaches your contract limit.
• Cost Management Reporting: Save the count to a custom property and visualize it on a HubSpot dashboard to keep track of licensing costs.
• Triggering Cleansing Processes: If the number of marketing contacts exceeds a specific threshold, automatically create a task prompting a user to review and set non-essential contacts to "non-marketing."

Setup and Execution Steps (As seen in the video)

The video shows how the workflow correctly retrieves the number "4" in an account that currently has four marketing contacts.

Step 1: Check Data Before Execution

• Open the HubSpot contacts index page.
• Apply a filter for "Marketing contact status is Marketing contact."
• In the video, it is confirmed that 4 contacts (test, test test, Brian Halligan, Maria Johnson) match this criteria.

Step 2: Check Workflow and Trigger

• Navigate to the workflow editor.
• For demonstration purposes, the trigger (enrollment criteria) is set to activate when the "Event Date" property value is changed.

Step 3: Add the Custom Action

• Click the "+" icon in the workflow to add a new action.
• From the action selection panel, choose "Custome Workflow Business v2" from the "Integrated apps" section.
• From the list of custom actions that appears, select "Marketing Contact Count Action."

Step 4: Configure the Action

• The configuration screen for "Marketing Contact Count Action" opens.
• Because this action counts the total number for the entire account, there are no special configuration fields to fill out.
• Review the description (Returns the number of contacts set as marketing contacts in the account) and click "Save."

Step 5: Activate the Workflow and Confirm Execution

• The "1. Marketing Contact Count Action" is added to the workflow.
• Activate the workflow ("Workflow is On") and perform the action that meets the trigger criteria.
• Navigate to the "Enrollment history" tab and click on the execution history for the enrolled contact (Brian Halligan).

Step 6: Verify the Final Result

• The execution "Event details" will appear on the right side.
• The action is shown as "Successful."
• In the "Action outputs" section, the LABEL is count_num and the VALUE is 4.
• This result of "4" matches the total number of marketing contacts that was confirmed in Step 1.

By using the "Marketing Contact Count Action," you can easily retrieve the current number of marketing contacts within a workflow and leverage it in your automation processes.

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