How to Set Up HighLevel Workflow Automations to Notify You of Potential Contact Data Anomalies
In today’s fast-paced business environment, maintaining clean, accurate contact data in your CRM is paramount. Data anomalies—missing information, incorrect formats, or unexpected entries—can lead to communication breakdowns, compliance risks, and wasted resources. For HighLevel users, proactively identifying these issues is not just good practice; it’s essential for operational efficiency and reliable lead nurturing. This guide will walk you through setting up powerful HighLevel workflow automations to automatically flag and notify you of potential contact data anomalies, ensuring your team can address them swiftly and maintain data integrity.
Step 1: Identify Your Critical Data Points and Anomaly Definitions
Before building any automation, you must clearly define what constitutes an “anomaly” for your business. Consider your most critical contact fields: email, phone number, address, custom fields, and lead source. An anomaly might be a missing email, a phone number not conforming to a standard format, or an unexpected value in a dropdown menu. Think about the common human errors or integration issues that lead to bad data. For example, if a contact is marked as a “hot lead” but has no email address, that’s a significant anomaly requiring immediate attention. Document these definitions precisely, as they will form the logic for your workflow conditions.
Step 2: Access HighLevel Workflows and Initiate a New Workflow
Log into your HighLevel account and navigate to the ‘Automation’ section from the left-hand menu. Here, you’ll see your existing workflows. To create a new automation specifically for data anomaly detection, click on ‘Create workflow’. Choose ‘Start from scratch’ to have full control over your automation’s design. Give your new workflow a descriptive name, such as “Contact Data Anomaly Monitor,” to ensure easy identification later. This initial setup is crucial for organizing your automations and ensuring clarity within your HighLevel ecosystem, allowing for better management and future modifications.
Step 3: Define Your Workflow Trigger for Contact Events
The foundation of any HighLevel workflow is its trigger. For anomaly detection, you’ll typically want to trigger the workflow when a contact is created or updated. This ensures that new data entries are immediately scanned, and any changes to existing records are also monitored. Click ‘Add new workflow trigger’ and select ‘Contact Created’ and ‘Contact Updated’ as your primary triggers. You might also add specific filters, such as ‘Contact Type is Lead’ if you only want to monitor certain segments of your database. This broad trigger ensures that every relevant contact action passes through your anomaly detection system.
Step 4: Implement Conditional Logic for Anomaly Detection
Now, add an ‘If/Else’ condition immediately after your trigger. This is where you’ll define the specific criteria for your data anomalies. For example, you might set a condition: “Contact > Email > Is Empty” OR “Contact > Phone > Is Empty.” For more advanced checks, like ensuring an email contains an “@” symbol or a phone number has a certain digit count, you can use regular expressions (Regex) within a custom field or leverage HighLevel’s basic operators. Each specific anomaly you identified in Step 1 should translate into a distinct branch of your If/Else logic, creating a comprehensive detection system.
Step 5: Configure Internal Notification Actions for Detected Anomalies
Once an anomaly is detected by your conditional logic, the next step is to ensure the right people are notified. Within the ‘YES’ branch of your If/Else condition (where an anomaly is present), add an ‘Internal Notification’ action. You can send an email, an SMS, or even create a task for a specific user. The notification message should clearly state the anomaly detected, the contact’s name, and a direct link to their HighLevel profile for quick resolution. For instance, “Alert: [Contact Name] has a missing email address. Review and update: [Contact Link].” This ensures timely action and accountability.
Step 6: Test and Refine Your Anomaly Detection Workflow
Before activating your workflow, thorough testing is critical. Create several dummy contacts that intentionally violate your anomaly conditions (e.g., a contact with an empty email, another with an invalid phone format). Run these contacts through your workflow and verify that the internal notifications are triggered correctly and contain all necessary information. Pay close attention to false positives (notifications for valid data) or false negatives (missing notifications for anomalous data). Refine your conditional logic and notification messages until the system is accurate and provides actionable alerts, ensuring reliable data integrity moving forward.
If you would like to read more, we recommend this article: HighLevel Multi-Account Data Protection for HR & Recruiting
