Automation Maintenance Service Manager

Automation Maintenance Plan: HubSpot → Slack Lead Router

1. Client Maintenance Profile

Workflow: HubSpot New Lead → Lead Qualification → Slack Sales Notification
Business Purpose: Route qualified real-estate leads to the sales team quickly and consistently.
Business Criticality: High — delayed or failed lead routing can affect sales response time and conversion.
Primary Dependencies: HubSpot API, Slack, n8n runtime, authentication credentials, workflow scheduler/webhook infrastructure.
Service Tier: Proposed recurring maintenance service.
Live Access: NOT ESTABLISHED.

2. Workflow Inventory

3. Dependency Register

No dependency is declared healthy without supporting evidence.

4. Maintenance Schedule

Weekly — proposed cadence for a high-criticality workflow

• Review recent execution failures and stalled jobs.
• Check for abnormal lead-processing volume.
• Review unresolved incidents.
• Evidence: execution history, error logs, alerts.
• Owner: automation maintainer.

Monthly — proposed cadence

• Review HubSpot and Slack connectivity evidence.
• Review authentication/credential status.
• Review n8n configuration or version changes.
• Review workflow errors and dependency changes.
• Review documentation and open issues.
• Evidence: execution history, configuration/change records, dependency notices.

Quarterly — proposed cadence

• Review recovery procedures.
• Review access and permissions.
• Review dependency ownership and fallback procedures.
• Review business-rule alignment.
• Review architecture and documentation.

These are proposed cadences because no contractual maintenance frequency was supplied.

5. Evidence Requirements

The maintenance review should establish evidence for:

• Recent successful and failed executions.
• HubSpot connectivity.
• Slack notification execution.
• Authentication status.
• Recent workflow changes.
• Dependency/API changes.
• Backup and recovery readiness.
• Open incidents and previous maintenance actions.

Until this evidence is supplied or obtained through available tools, these checks remain NOT CHECKED or UNKNOWN.

6. Scope Boundary

Maintenance may include:

• Troubleshooting existing workflow failures.
• Authentication/API connection troubleshooting.
• Compatibility repair after platform updates.
• Defined minor maintenance fixes.

Potential Change Requests:

• New communication channels.
• New integrations.
• New business-routing rules.
• New workflows.
• Major architecture changes.

Final contractual treatment depends on the actual client agreement and must not be invented.

7. Incident & Escalation Rules

Escalate demonstrated severe failures or consequential unresolved conditions immediately.

For consequential operations, use narrowest-first containment:

1. Isolate the affected execution/step where feasible.
2. Disable or gate the unsafe behavior.
3. Pause the entire workflow only when narrower containment is insufficient.
4. Document the operational tradeoff.

A timeout does not by itself prove that an external operation succeeded or failed.

8. Client Reporting

The monthly report should include

• Maintenance completed — only evidenced work.
• Findings and business impact.
• Open issues and priorities.
• Upcoming maintenance.
• Client actions required.
• Out-of-scope/change requests.
• Evidence coverage.
• Critical Unknowns.

Final Status

INSUFFICIENT EVIDENCE

The maintenance structure can be prepared, but current workflow health cannot be confirmed without appropriate execution, dependency, configuration, and recovery evidence.

Next step: Obtain the required maintenance evidence and process the first scheduled review.