Editorial Workflow Optimization & Custom Objects for a Digital PR Agency

Company Overview

A US-based digital PR agency managing editorial processes across multiple clients, with a team of writers, editors, and an operations lead coordinating content production workflows.

The Challenge

The agency's editorial process — from pitch to publication — was managed through disconnected tools with no centralized tracking. There was no single system to track articles through their lifecycle stages. The team needed a way to manage editorial workflows within HubSpot, including custom tracking for articles, editorial stages, and client assignments. User permissions were also misconfigured, with unnecessary sales seats adding to costs.

Scope of Work

• Audited the existing editorial process and documented the current workflow
• Created video walkthroughs explaining proposed HubSpot optimizations
• Designed and created a custom object in HubSpot to track events through their lifecycle
• Configured custom properties for tracking
• Proposed optimization-focused changes rather than a full process overhaul — preserving existing team workflows while adding structure
• Audited user permissions and identified unnecessary sales seats for cost savings
• Provided implementation documentation via Google Docs with supporting video walkthroughs
• Addressed team questions about time savings and rollout approach

Tech Stack & Integrations

Key Deliverables

• Custom HubSpot object implementation with full lifecycle tracking
• Editorial process documentation (Google Doc + 2-part video walkthrough)
• User permission audit with cost-saving recommendations
• Implementation plan for editorial workflow changes
• Team rollout strategy