Keep Your Contact Database Clean and Focused
Your Hubspot contact list grows with every interaction, but old, inactive contacts clutter your view and skew your metrics. Notis archives them monthly, keeping your database clean.
Trigger
Recurring schedule
Notis starts this workflow on a schedule, such as daily, weekly, or during business hours.
Action
Archive batch of contacts by id
Archives a batch of existing contacts by their hubspot crm ids, rendering them inactive; this action is irreversible via the api and requires manual restoration or a separate unarchive endpoint.
Why this helps
Contacts accumulate in Hubspot, including those who haven't engaged in years. Your database becomes bloated, making it harder to focus on actual prospects and customers.
- Keeps your contact database lean and focused on active prospects
- Improves email deliverability by removing stale contacts
- Reduces clutter in contact lists and reports
- Maintains high data quality without manual effort
Setup
Build it in a few focused steps.
- 1Connect Hubspot to Notis.
- 2Create a scheduled automation: 'Every first Monday of the month, archive all contacts in Hubspot who have had no email opens, clicks, or note updates for 6 months.'
- 3Choose your notification channel.
- 4Verify the automation runs by checking archived contacts the following month.
Questions about this workflow
Will archived contacts be deleted?
No, they're archived (moved to recycling bin) and can be restored if someone reengages.
Can I adjust the inactivity threshold?
Yes. You can tell Notis to archive contacts inactive for 3, 6, 9, or 12 months—whatever matches your sales cycle.
What if someone re-engages after being archived?
You can restore them from the recycling bin, or set up an automation to re-activate contacts if they email you.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Gmail to Hubspot. A trigger fires from one place; an action lands in another.
Gmail triggers
Hubspot actions
Recurring trigger
Notis starts this workflow on a schedule, such as daily, weekly, or during business hours.
Add asset association
Associates an existing asset ('form', 'object list', or 'external web url') with a specified hubspot marketing campaign.
Webhook trigger
Notis starts this workflow when an external tool or custom backend sends an HTTP request.
Add token to event template
Adds a new custom data token to an existing event template for a specified hubspot application, optionally populating a crm object property if objectpropertyname is provided.
Email Sent
Triggers when a Gmail message is sent by the authenticated user. It polls the 'SENT' label and emits metadata including sender, recipients, subject, timestamp, and thread ID.
Archive email
Archives the hubspot email specified by `emailid` by moving it to the recycling bin, making it inaccessible unless restored.
New Gmail Message Received Trigger
Triggers when a new message is received in Gmail.
Archive a batch of emails by ID
Archives multiple hubspot crm emails by id; ids must exist as archiving is irreversible.
Archive a batch of quotes by id
Archives a batch of existing, non-archived quotes by their ids; this action is irreversible and useful for managing outdated or irrelevant quotes.
Archive batch of companies by id
Archives a batch of companies by their unique ids; targeted companies must exist, not be previously archived, and this api operation is irreversible.
Archive batch of contacts by id
Archives a batch of existing contacts by their hubspot crm ids, rendering them inactive; this action is irreversible via the api and requires manual restoration or a separate unarchive endpoint.
Archive batch of deals by id
Archives a batch of existing deals by their unique hubspot ids, removing them from active views and reports (soft delete); archived deals may be restorable.
Connect any two apps with Notis in the middle.
Gmail and Hubspot, or any other combination from 1,000+ integrations.
When this happens · Trigger
Do this · Action
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