In a fast-paced business environment, it is really important to re-visit the existing workflows in search of flaws, opportunities for improvement and an increase in the impact that these have for your teams and their operation.
Luckily, the Breeze Assistant is here to provide you with a helping hand!
This week, we will be exploring how to use Breeze Assistant to perform a workflow analysis with a detailed prompt. (Side note: You can use this prompt as a basis for a custom Assistant, a topic we will be exploring next week!)
(https://knowledge.hubspot.com/ai/use-breeze-assistant)
Prompt of the week:
By providing enough context and structure to our prompt, you will be able to perform an analysis on a specific Workflow of interest - the one that works, but you are quite sure can be improved - OR as a part of a wider platform-wide review!
Here is the prompt to copy and paste in:
You are an expert HubSpot workflow architect and automation consultant. I need you to conduct a comprehensive analysis of this workflow.
**CONTEXT:**
- Workflow Name: [Insert workflow name]
- Workflow Type: [Contact/Company/Deal/Ticket workflow]
- Business Objective: [What this workflow is supposed to achieve]
- Current Status: [Active/Paused, how long it's been running]
- Key Performance Concerns: [e.g., "Low enrollment rate", "High unenrollment", "Not achieving desired outcome"]
**YOUR TASK:** Analyze this workflow systematically and provide a structured report covering the following sections:
## **SECTION 1: WORKFLOW OVERVIEW**
Provide a clear, executive-level summary that includes:
- **Purpose Statement**: In 2-3 sentences, explain what this workflow does and what business goal it serves
- **Workflow Type & Trigger**: Identify the enrollment trigger(s) and re-enrollment settings
- **Scope & Scale**:
- How many steps are in this workflow?
- What types of actions does it perform? (emails, tasks, property updates, delays, if/then branches)
- Estimated complexity level: Simple (1-5 steps) / Medium (6-15 steps) / Complex (16+ steps)
- **Key Touchpoints**: List all customer-facing actions (emails sent, tasks created, notifications triggered)
- **Dependencies**: Identify any dependencies on other workflows, lists, forms, or external integrations
## **SECTION 2: TECHNICAL ANALYSIS**
Conduct a deep technical review covering:
### **2.1 Enrollment Criteria Analysis**
- Are the enrollment triggers appropriately configured?
- Are there any conflicting or redundant enrollment criteria?
- Is re-enrollment set up correctly for the use case?
- Are there any enrollment suppressions that might be too restrictive or too loose?
### **2.2 Logic & Branching Review**
- Analyze all if/then branches for logical consistency
- Identify any branches that might create dead ends or infinite loops
- Check if property values being evaluated are correctly formatted and populated
- Verify that all "else" paths are handled appropriately
### **2.3 Timing & Delays Evaluation**
- Review all delay steps for appropriateness (too short/too long?)
- Check if delays account for business hours, time zones, weekends
- Identify any timing conflicts (e.g., sending emails at 2 AM in recipient's timezone)
- Assess whether delays align with buyer journey expectations
### **2.4 Data Integrity Check**
- Are all property updates using the correct property types and values?
- Are there any circular dependencies (workflow updating property that triggers same workflow)?
- Check for potential data conflicts with other workflows
- Verify that all custom properties referenced actually exist
### **2.5 Email & Communication Review**
- List all emails sent by this workflow
- Check for appropriate email send frequency (not too aggressive?)
- Verify emails have proper personalization tokens
- Confirm all CTAs align with workflow goals
- Check if emails are optimized for mobile
### **2.6 Unenrollment Criteria**
- Are unenrollment triggers appropriate and comprehensive?
- Are there scenarios where contacts should be unenrolled but currently aren't?
- Check for conflicting enrollment/unenrollment logic
## **SECTION 3: PERFORMANCE & EFFECTIVENESS ANALYSIS**
Based on workflow configuration and best practices, evaluate:
### **3.1 Potential Bottlenecks**
- Where might contacts get stuck or drop out?
- Are there steps with overly complex criteria that few contacts will meet?
- Identify any single points of failure
### **3.2 Goal Alignment**
- Does each step clearly contribute to the stated business objective?
- Are there unnecessary steps that add complexity without value?
- Are there missing steps that would improve effectiveness?
### **3.3 User Experience Impact**
- From the recipient's perspective, is the communication cadence appropriate?
- Is there a risk of overwhelming contacts with too many touchpoints?
- Does the workflow respect subscriber preferences and consent?
### **3.4 Scalability Assessment**
- Will this workflow scale effectively as contact volume grows?
- Are there resource-intensive actions that could slow performance?
- How will this workflow behave with 10x current volume?
## **SECTION 4: RECOMMENDATIONS & SUGGESTED IMPROVEMENTS**
For each recommendation, provide:
- **Issue Identified**: Clear description of the problem
- **Business Impact**: Why this matters (user experience, conversion, efficiency, data quality)
- **Severity Level**: Critical / High / Medium / Low
- **Recommended Solution**: Specific, actionable fix
- **Implementation Effort**: Quick fix / Moderate / Requires significant rebuild
- **Expected Improvement**: What benefit will this change deliver?
**Organize recommendations into categories:**
### **4.1 Critical Fixes (Do Immediately)**
[Issues that are breaking the workflow or causing significant problems]
### **4.2 High-Priority Improvements (Do This Month)**
[Changes that will meaningfully improve performance]
### **4.3 Optimization Opportunities (Nice to Have)**
[Enhancements that could make the workflow better]
### **4.4 Best Practice Suggestions**
[Industry best practices this workflow should adopt]
## **SECTION 5: STEP-BY-STEP IMPLEMENTATION PLAN**
Provide a detailed, sequenced action plan:
### **Phase 1: Immediate Fixes (Week 1)**
**Step 1.1:** [Specific action]
- **What to do**: [Exact steps to take in HubSpot]
- **Where to find it**: [Navigation path in workflow editor]
- **What to change**: [Before → After state] - **Why**: [Brief justification]
**Step 1.2:** [Next action] [Continue with same format]
### **Phase 2: Major Improvements (Weeks 2-3)** [Follow same detailed format]
### **Phase 3: Optimization & Testing (Week 4)** [Follow same detailed format]
### **Testing & Validation Checklist** After making changes, verify:
- [ ] Test enrollment with sample contact
- [ ] Verify all branches execute correctly
- [ ] Check email preview and sending
- [ ] Confirm property updates apply correctly
- [ ] Monitor for first 48 hours after re-activation
- [ ] Review analytics after first week
## **SECTION 6: ALTERNATIVE APPROACHES**
If significant issues are found, suggest:
- **Quick Patch**: How to fix immediate issues with minimal changes
- **Optimal Rebuild**: If you were building this workflow from scratch today, what would you do differently?
- **Hybrid Approach**: A middle ground that balances effort vs. impact
## **SECTION 7: SUMMARY & PRIORITIZATION**
Provide an executive summary:
- **Overall Workflow Health Score**: [X/10 with brief justification]
- **Top 3 Most Important Changes**: [Ranked by impact]
- **Estimated Time to Implement All Recommendations**: [Hours/days]
- **Expected Performance Improvement**: [Quantify if possible]
- **Risk Assessment**: What are the risks of NOT making these changes?
- **Quick Wins**: What can be fixed in <30 minutes that will have immediate impact?
## **ADDITIONAL REQUIREMENTS FOR YOUR ANALYSIS:**
- **Be Specific**: Don't say "improve email content" - say exactly which email, what's wrong with it, and what should change
- **Show Your Work**: Explain the reasoning behind each recommendation
- **Provide Examples**: When suggesting changes, show before/after examples
- **Consider Context**: Factor in industry best practices, HubSpot limitations, and stated business goals
- **Be Honest**: If the workflow is fundamentally flawed, say so and explain why
- **Think Holistically**: Consider how this workflow interacts with other systems and workflows
- **Prioritize Ruthlessly**: Not all recommendations are equally important - be clear about what matters most
## **FORMAT FOR YOUR RESPONSE:**
Please structure your response using clear headers, bullet points where appropriate, and visual separation between sections. Use this format:
- ✅ for things that are working well
- ⚠️ for warnings or things to watch
- 🔴 for critical issues requiring immediate attention
- 💡 for optimization suggestions
- 📊 for data-driven insights
**WORKFLOW TO ANALYZE:**
[Paste workflow screenshot, description, or details here]
**ADDITIONAL CONTEXT** (Optional but helpful):
- Current enrollment rate: [X contacts/week]
- Current goal conversion rate: [Y%]
- Known issues: [Any specific problems you've noticed]
- Constraints: [Budget, timeline, technical limitations]
- Success criteria: [What would make this workflow successful?]
(End of prompt)
As you can see, with the use of proper prompt engineering best practice,s we can create context, separate sections and actions for the assistant to act upon.
We have provided context, the assistant's purpose and task, and a properly structured format for the desired report.
In the prompt, there are fields [like this] where you simply input the information required to improve the accuracy of the response. Feel free to remove those you do not require, and sometimes if the information is not known it can be omitted - but bear in mind that this could result in a lower performance of the assistant and in deviance in the output from the desired and defined one.
You can use the name of the workflow, or you can upload a screenshot of the workflow in question, even!
The output:
The result is a structured and comprehensive report. Here is the "Summary" section of the response we have when testing this prompt on a dummy workflow:
SECTION 7: SUMMARY & PRIORITIZATION
- Overall Workflow Health Score: 6/10
- Simple and low-risk from a performance standpoint, but with high data-integrity risk around a critical property.
- Top 3 Most Important Changes (Ranked):
🔴 Add write-once logic so Date of Entry is never overwritten.- 🔴 Redefine enrollment to be event-based (specific stage transitions) instead of “updated in last 1 day”.
- ⚠️ Implement a backfill strategy for existing deals.
- Estimated Time to Implement All Recommendations:
- Critical + High: ~1–2 hours (including testing on a few deals).
- Full rebuild + backfill + documentation: 0.5–1 day.
- Expected Performance Improvement:
- 📊 Data quality uplift: Reliable entry dates → better cohort analysis, more accurate sales velocity/forecasting.
- 📊 Reduced troubleshooting time for analysts and admins.
- Risk of NOT Making Changes:
- Date of Entry will be:
- Potentially overwritten multiple times.
- Missing for some deals.
- Any forecasting, velocity, or attribution analysis using this field will be less trustworthy.
- Date of Entry will be:
- Quick Wins (<30 minutes):
- ✅ Add an if/then branch to avoid overwriting Date of Entry.
- ✅ Explicitly configure re-enrollment (even just to “off”) so behaviour is clear.
- ✅ Update workflow name/description to clearly define the concept of “entry”.
If you share your intended definition of “Date of Entry” (e.g., “first time a deal enters Sales pipeline” vs “first time it reaches Qualified”), I can give you an exact enrollment condition and sample branching logic tailored to your specific pipeline stages.
You can clearly see that, apart from detailed analysis, and a very lovely summary, this prompt delivers insightful information and an actionable plan that can be executed immediately.
Try this in your HubSpot, it is a great way to evaluate and improve your existing workflows!
Beyond the prompt:
If you already have experience with creating your custom Assistants, you can see how easy it is to convert this prompt into a full-blown Assistant configuration so that you can simply select the Workflow Analyser assistant and use it on a daily basis.
This is, however, a topic - custom assistants - that we will cover next week! :)
