If you've been in this position before, you know the drill. You click into Settings, start opening tabs - objects, properties, associations, integrations - and try to piece together the picture. It works, but it takes time. A lot of it. And you're usually doing this across multiple areas of the portal, mentally stitching together context that lives in completely different places.
What if you could shortcut that entire discovery process?
Prompt of the week:
This week, we're exploring how to use Breeze Assistant to perform rapid portal discovery - getting a structured understanding of a portal's data model, property architecture, and integration footprint in a single prompt. (Side note: This prompt is a natural candidate for a custom Assistant, a topic we covered in a previous article!)
The logic behind this prompt mirrors how an experienced consultant actually thinks when landing in a new portal. Start wide with objects and associations, go deep on the properties that matter, then map the integration layer so you know what you can and can't safely touch - all in one pass.
We also have a detailed version of this prompt, broken into three separate deep-dive prompts for objects & associations, properties & usage, and integrations & sync — if you need a more thorough analysis of any individual area. Feel free to get in touch with our Sales department!
This lite version is designed to give you the most useful 80% in a single run.
Prompt structure
Simply paste the following prompt to your Breeze Assistant and adjust the placeholder details in CAPITAL letters for your own.
You are an expert HubSpot solutions architect. I have just been added to an existing HubSpot portal that I did not build. I need a rapid, structured briefing that gives me a working understanding of this portal's data model, property configuration, and integration landscape — without spending hours clicking through settings.
**CONTEXT:**
- Portal ID: [Insert portal ID]
- HubSpot Tier: [Professional/Enterprise - specify Hubs enabled, if known]
- Industry/Use Case: [e.g., "B2B SaaS", "Manufacturing with dealer network" — or "Unknown, that's what I'm trying to find out"]
- What I Already Know: [Anything you've been briefed on, or "Very little, starting from scratch"]
- Reason for Access: [e.g., "New consulting engagement", "Taking over from previous agency", "Pre-migration discovery"]
**YOUR TASK:** Analyse this portal and give me a single, structured briefing covering three layers.
## **LAYER 1: OBJECTS & ASSOCIATIONS**
### **Object Inventory**
- Which **standard objects** are actively in use? (Actively = records, configured properties, referenced in workflows or reports — not just existing)
- For each **custom object**: display name, internal name, approximate record count, and inferred purpose — what business entity does it represent?
- Flag any objects (standard or custom) that appear to **exist but aren't actively used**
### **Association Map**
- List all **object-to-object associations** — standard and custom
- For each: specify **cardinality** (one-to-one, one-to-many, many-to-many) and whether it matches the apparent business relationship
- List all **custom association labels** and their directionality (e.g., Deal → Contact: "Decision Maker")
- Flag **missing associations** that would improve reporting or automation, and **orphaned records** with no associations
### **Data Flow**
- In plain language, describe how a record typically moves through this portal — from creation to close/completion
- If the flow isn't obvious, say so
## **LAYER 2: PROPERTIES & USAGE**
### **Custom Property Summary (Per Object)**
- **Count** of custom properties per object — flag if 50+ (warning) or 100+ (red flag)
- Are properties **logically grouped**, or dumped into defaults?
- Is there a **consistent naming convention**, or does it look like multiple people configured this without agreed standards?
### **Calculated Properties**
- List ALL calculated, rollup, and formula properties
- For each: what it calculates, what it depends on, and whether those source properties are reliably populated
- Flag any where the **source data has a low fill rate** — the output will be unreliable
### **Usage & Relevance**
- Flag properties with **<5% fill rate** — candidates for archival
- Flag properties that are **used in workflows, lists, or reports** (these are load-bearing and can't be casually removed)
- Flag properties that appear **redundant or overlapping** (e.g., `customer_type` and `cust_type` on the same object)
- Where visible, note **who created** each property and **when** — this helps identify whether it was the client, a previous agency, or an integration
- For properties with **non-obvious names**, provide an inferred purpose
## **LAYER 3: INTEGRATIONS & SYNC**
### **Connected Integrations**
- List all integrations: **marketplace apps**, **custom/private apps**, **middleware** (Zapier, Make, etc.), and **native HubSpot connections** (calendar sync, Slack, etc.)
- For each: status (active/inactive) and what it appears to do
### **Integration-Owned Data**
- List **properties created by integrations** (identifiable by internal name prefixes or integration-specific property groups)
- Identify **properties managed by sync** — these should not be manually edited
- Flag any **objects primarily populated by an external system**
### **Sync Direction**
- For each data-syncing integration: is it **one-way in**, **one-way out**, or **bidirectional**?
- Which system is the **source of truth** for shared data?
- Flag any **disconnected integrations that left properties behind** — these are common sources of confusion
## **PORTAL BRIEFING SUMMARY**
Wrap everything into a quick-reference format I can keep open while working:
- **Data Model Complexity**: Simple / Moderate / Complex
- **Custom Objects**: [Count and names]
- **Total Custom Properties**: [Approximate count across all objects]
- **Active Integrations**: [Count and names]
- **Hygiene Score**: [X/10 with one-line justification]
### **Top 5 Things to Know About This Portal**
The five most important things that aren't obvious from the surface — the things I'd miss if I was just clicking around settings.
### **Red Flags**
Anything actively causing problems or about to — data quality issues, broken associations, misconfigured properties, stale integrations.
### **What's Working Well**
Credit where it's due — what's solid and should be preserved.
### **Recommended Next Steps**
**Quick Wins** (<30 minutes): Things I can fix or clean up immediately
**This Week**: Changes that will meaningfully improve the portal
**Needs Manual Verification**: Things you've flagged but I need to go and check myself
### **Recommended Next Steps**
1. **Quick Wins** (<30 minutes): Things I can fix or clean up immediately
2. **This Week**: Changes that will meaningfully improve the portal
3. **Needs Manual Verification**: Things you've flagged but I need to go and check myself
---
## **REQUIREMENTS:**
1. **Be specific** — name the objects, properties, and integrations. Don't say "some properties need cleanup"
2. **Think like a consultant** — prioritise what helps me start delivering value quickly
3. **Flag what you can't see** — if I need to manually check something, tell me what and where
4. **Respect what works** — not everything needs to change
## **FORMAT:**
- ✅ Well-configured, preserve
- ⚠️ Warning or investigate
- 🔴 Critical issue
- 🔗 Association finding
- 🔌 Integration finding
**PORTAL TO ANALYSE:**
[Point Breeze at the portal, paste screenshots from settings, upload a property export, or describe what you know so far — however incomplete]
**ADDITIONAL CONTEXT** (Optional):
- Previous agency/team who built this: [If known]
- How long portal has been active: [Approximate]
- Specific concerns: [e.g., "Reporting doesn't match reality", "Custom objects nobody understands"]
- Upcoming work: [e.g., "Data migration planned", "New integration coming"]
As you can see, this pulls the most actionable elements from each of our three detailed prompts - objects and associations, property configuration and usage, integrations and sync - into a single, focused pass. It won't go as deep as the individual prompts do in any one area, but it gives you the working understanding you need to start operating in a portal confidently.
The three-layer structure keeps the analysis organised without requiring three separate conversations. And the Portal Briefing Summary at the end is designed to be the thing you keep open in a tab while you work - the quick reference card for the portal.
We've included fields [like this] where you input whatever you have.
The key thing: you don't need to know much going in. Even just a Portal ID and a sentence about why you're there is enough for Breeze to work with.
The output:
Here's the kind of summary you'd get when running this on a mid-market B2B portal with a couple of custom objects and a few integrations:
Portal Briefing Summary
- Data Model Complexity: Complex — two custom objects with cross-associations to Deals and Companies, plus a Ticket-to-custom-object relationship that doesn't appear intentional.
- Custom Objects: 2 — Projects (delivery tracking against closed Deals) and Subscriptions (recurring revenue per Company)
- Total Custom Properties: ~145 across all objects (67 on Contacts alone)
- Active Integrations: 4 — Xero (financial sync), Slack (notifications), Mailchimp (legacy, appears inactive), custom private app
- Hygiene Score: 5/10 — Sound architecture underneath, but significant property bloat, a cardinality mismatch on a key association, and a disconnected integration leaving orphaned properties.
Top 5 Things to Know
- 🔗 The Project ↔ Deal association is many-to-many, but the business operates one-to-one. This is inflating revenue figures in every cross-object report.
- 🔌 Mailchimp was disconnected 18 months ago, but 23 properties it created remain on Contacts. Several are still referenced in active lists.
- ⚠️ There are three "Status" properties across two objects tracking the same thing in different formats. Two are in workflows, one is in a report. None agree with each other.
- 🔌 The custom private app syncs data from an internal tool, but 11 properties it manages have no descriptions — unclear what's safe to touch.
- ✅ The Deal pipeline is the strongest part of the portal — clean stages, good automation, consistent property usage. Don't change this.
Recommended Next Steps
- Quick Wins (<30 minutes):
- Archive the 14 properties at 0% fill rate — they're noise.
- Rename cust_obj_1_status to project_delivery_status.
- Add descriptions to the 8 undocumented custom properties on Projects.
- This Week:
- Fix the Project ↔ Deal cardinality — switch to one-to-one and verify no reports break.
- Consolidate the three status properties into one, migrate the data, update the referencing workflows and report.
- Needs Manual Verification:
- The private app's 11 managed properties: check what syncs, in which direction, and whether the data is still current.
- The Mailchimp properties in active lists: verify whether those lists are still being used for anything live.
The full output also includes the Object Inventory, Association Map, Property Summary, and Integration Landscape sections, but the summary above is what you'll reach for most when you need a quick answer to "what am I dealing with here?"
If you find that any one layer needs more depth - say the property analysis reveals a mess that needs proper investigation - you can always follow up with the dedicated deep dive prompt for that area.
Try this on the next portal you're added to. It turns a half day of settings exploration into a structured briefing you can act on immediately.
Beyond the prompt:
This lite version, and the three detailed prompts it's based on, are natural candidates for custom Assistant configurations. Build a "Portal Discovery" assistant, and the next time you're dropped into a new environment, you're one click away from the briefing.
And once you've mapped the data model, pair it with our workflow analysis prompt to understand how the architecture and automation interact, that's where the real picture comes together.
