Keep HubSpot clean with Asana-triggered archiving
Close a task in Asana. Stale contacts automatically archive in HubSpot. Housekeeping that happens by itself.
Trigger
Task Updated
Triggers when a task is updated in a project.
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
CRM bloat is invisible until you need to find someone and your contact list has 10K dead leads. Manual cleanup never happens because it's boring. Neurodivergent founders benefit most from systems that self-tidy.
- CRM stays clean without boring manual work
- Fewer false positives when searching for active leads
- Your 'most recent contacts' list stays meaningful
Setup
Build it in a few focused steps.
- 1Connect both tools.
- 2Create an automation with trigger 'Task Updated' (or 'Task Marked Complete' if available).
- 3Tell Notis: 'When a task is marked done, archive the associated contact in HubSpot.'
- 4Pick your notification channel.
- 5Complete a test task in Asana—the related contact will be archived in HubSpot.
Questions about this workflow
How does Notis know which contact to archive?
It looks for associations or mentions of the contact in the task. If unclear, add a detail: 'The contact's email is in the task description.'
Can I un-archive accidentally archived contacts?
Yes, via HubSpot directly. You can also refine the automation to only archive when a task has a specific tag to prevent accidents.
What if I don't want to archive—just update a status?
Adjust your instruction: 'Mark the contact as inactive instead of archiving it.'
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Asana to Hubspot. A trigger fires from one place; an action lands in another.
Asana triggers
Hubspot actions
Attachment Added to Task
Triggers when an attachment is added to a task.
Add asset association
Associates an existing asset ('form', 'object list', or 'external web url') with a specified hubspot marketing campaign.
New Comment on Task
Triggers when a comment is added to a task in a project.
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.
New Task Created
Triggers when a new task is created in a project.
Archive email
Archives the hubspot email specified by `emailid` by moving it to the recycling bin, making it inaccessible unless restored.
Task Moved to Section
Triggers when a task is moved to a section in a project.
Archive a batch of emails by ID
Archives multiple hubspot crm emails by id; ids must exist as archiving is irreversible.
Tag Added to Task
Triggers when a tag is added to a task. Note: Asana's event structure is inverted for tag events — the resource is the task and the parent is the tag. So parent.gid gives the tag GID.
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.
Task Updated
Triggers when a task is updated in a project.
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.
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When this happens · Trigger
Do this · Action
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