HubSpot Workflows

Automate email verification in workflows

Use HubSpot Workflows + Clearout to automatically verify emails whenever a new contact is created in HubSpot or an existing contact’s email is updated. This keeps your CRM continuously clean without manual checks.​

You can also see this process in action in the video:

Why use Clearout in workflows?

When contacts come from multiple sources (imports, integrations, forms, manual entry), not all of them pass through form or chat validation. By adding Clearout to your workflows, you can:​

• Enrich contacts with Clearout custom properties such as verification status, safe‑to‑send, role/disposable/gibberish flags, verified time, and more.​

• Improve data quality by filtering out invalid, disposable, role, or gibberish emails.​

• Create precise segments and targeting rules (for example, only send campaigns to contacts marked safe‑to‑send).​

• Personalize outreach based on role accounts vs. individual mailboxes.​

• Reduce manual cleanup and automatically remove bad contacts, saving credits and campaign costs.​

To achieve this, you’ll complete three main steps, then test and review field mappings.

1

Syncing Clearout Standard Fields to Hubspot CRM

To begin, please ensure that Clearout's standard properties are present in your HubSpot account.

• Link your HubSpot account with Clearout here.​

• Upon successful linking, Clearout creates a Clearout Information property group in HubSpot with all Standard Clearout fields as custom properties.​

• If you already linked HubSpot earlier and don’t see this group, simply unlink and re‑link the HubSpot account from Clearout; the fields will then be synced.​

These properties will later be populated by the workflow’s custom code step.

2

Creating HubSpot Workflow

Next, create a workflow that will host the Clearout validation logic.

• In HubSpot, go to Automations → Workflows.

• Click Create workflow → From scratch.

• Choose Contact‑based and Trigger manually to start configuring the workflow.

• You will adjust the triggers in the next step so the workflow runs whenever a new contact is created, or a contact’s email is updated, Clearout’s Verification when any contact gets added or updated into the CRM

3

Set up the workflow

3.1 Configure triggers

Make the workflow run on:

• New contact created, and

• Email property changed.

Steps:

1. Click Set enrollment triggers (Start triggers).

1. Add the first trigger under Date events → Record created (this covers new contacts).​

1. Add a second trigger under the OR section: choose Date events → Property value changed.​

   
2. For this second trigger, select the Email property and set New value → is known, then click Save.​

Now the workflow will trigger whenever a contact is created or its email address is updated.

3.2 Add Clearout validation via Custom Code

Add a step that calls Clearout and returns verification output fields

1. Click the + icon below the trigger to add an action.

2. Choose Data Ops → Custom code.

1. Under Property to include in code, select the Email property (under Text properties). This makes the contact’s email available inside the Node.js code.

1. In the code editor, replace the default code with the following (update the token before saving):

var request = require("request");
exports.main = async (event, callback) => {

  // Get the Email from the Event object
  const email = event.inputFields['email'];

  // Generate the Clearout Email Verifier options Object
  var options = {
    method: 'POST',
    url: 'https://api.clearout.io/v2/email_verify/instant',
    headers: {
      'Content-Type': 'application/json',
      'Authorization': 'REPLACE_WITH_YOUR_SERVER_APP_TOKEN', // Server API Key to be generated
    },
    body: {
      email: email, // Get the email address from the event object.
      timeout: 30000 // The option to define the maximum time that can be used for verifying the status of the given email address.
    },
    json: true
  };

  request(options, function (err, response, body) {
    if (err) throw new Error(err); // Handle errors.


    // If Api Succeeded, proceed to get the interested Fields
    if (body.status === 'success') {
      let { safe_to_send, status, verified_on } = body.data
      callback({
        outputFields: {
          status,
          safe_to_send,
          verified_on
        }
      });
    }
  });
}

1. Generate a Clearout API Token. Copy and replace REPLACE_WITH_YOUR_SERVER_APP_TOKEN with your API token.​

2. Under Data output, define the outputs: status, safe_to_send, and verified_on (names must match the code above).

1. Use the Test action to run the step against a sample contact; if everything is correct, you should see a successful response with these output fields.

1. Save this action. The test call will also appear in your Clearout Activities section.

3.3 Branch and handle invalid vs valid contacts

Now, create branches to handle contacts differently based on Clearout’s result.

1. Add a new action below the custom code step and choose Branch → One property or action output.​

   1. 
2. For the Select property, choose Action outputs → status (from the custom code step).​

   1. 
3. Create two branches:

   • Branch A: status equals invalid

     • 
   • Branch B: status is not equal to invalid.​

     • 

Branch A: Delete invalid contacts (optional)

If you want to automatically remove invalid contacts:

1. Under the status = invalid branch, add a new action.​

2. Select CRM → Delete contact and save.​

   

   

(You can skip this step if you prefer to keep invalid contacts and just mark them.)

Branch B: Update Clearout fields for valid/other contacts

1. Under the status is not equal to invalid branch, add a new action.

2. Select CRM → Set property value.​

3. Under Property to set, choose one of the Clearout properties from the Clearout Information group (for example, Clearout Verification Status).​

   1. 
4. In Insert data, select Action outputs → status as the value.​

5. Save the action.​

Repeat this Set property value action for other Clearout standard fields you want to update, such as

• Clearout Safe To Send

• Clearout Verified On

• Clearout Reason, etc.​

When finished, your workflow should show:

• Trigger (record created OR email changed) → Custom code (Clearout call) → Branch (status invalid vs not invalid) →

  • Invalid branch: Delete contact (optional)

  • Valid/other branch: Set Clearout fields on the contact.​

    

Finally, click Review and publish the workflow to activate it.

4

Test the workflow

• In HubSpot, manually create a new contact under CRM → Contacts with a test email and check if Clearout verification runs.​

• Confirm in Clearout Activities or by viewing the contact’s Clearout Information properties (for example, Clearout Verification Status, Safe To Send, Verified On) that the data is populated.​

• Edit the email address of an existing contact and verify that the workflow triggers again and updates the Clearout's fields accordingly

5

Clearout ↔ HubSpot standard field mappings

Property group in HubSpot: Clearout Information.

HubSpot Property Label	HubSpot Internal	Clearout Standard	Clearout API Response
Clearout Safe To Send	co_safe	CO_SAFE	safe_to_send
Clearout Verification Status	co_status	CO_STATUS	status
Clearout Reason	co_reason	CO_REASON	substatus.desc
Clearout Suggested Email	co_semail	CO_SEMAIL	suggested_email_address
Clearout Disposable Status	co_dispose	CO_DISPOSE	disposable
Clearout Free Account Status	co_free	CO_FREE	free
Clearout Role Account Status	co_role	CO_ROLE	role
Clearout Verified on	co_vryon	CO_VRYON	verified_on
Clearout MX Record	co_mxrec	CO_MXREC	detail_info.mx_record
Clearout SMTP Provider	co_smtppro	CO_SMTPPRO	detail_info.smtp_provider
Clearout Verified Datetime	co_vrydt	CO_VRYDT	verified_on
Clearout Gibberish Status	co_gibberish	CO_GIBBERISH	gibberish

If you have questions or need help fine-tuning this workflow, you can reach out to the Clearout Support