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Classify the closed-lost reason from deal notes into an enumeration for win/loss reporting

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Sales Hub Professional.

Deal14 stepsUpdated for HubSpot seat pricing
OutcomeEvery closed-lost deal gets one loss category from a fixed list, derived from what the rep wrote and from the record summary. Win/loss reports group on a clean enumeration instead of free text.
Workflow mapai-agents-017
Deal closed lost, category unknown leads to Delay 1 day. Delay 1 day leads to Summarize record, store the summary. Summarize record, store the summary leads to Reason or summary is known. Reason or summary is known leads to No: Set unclassified, task for deal owner; Yes: Data Agent Custom prompt picks one category. Data Agent Custom prompt picks one category leads to Output is known. Output is known leads to No: Set unclassified, task for deal owner; Yes: Write category, status classified, stamp date. No Yes No Yes Deal closed lost, category unknown Delay 1 day Summarize record, store the summary Reason or summary is known Data Agent Custom prompt picks one category Output is known Write category, status classified, stamp date Set unclassified, task for deal owner
Deal closed lost, category unknown leads to Delay 1 day. Delay 1 day leads to Summarize record, store the summary. Summarize record, store the summary leads to Reason or summary is known. Reason or summary is known leads to No: Set unclassified, task for deal owner; Yes: Data Agent Custom prompt picks one category. Data Agent Custom prompt picks one category leads to Output is known. Output is known leads to No: Set unclassified, task for deal owner; Yes: Write category, status classified, stamp date. No Yes No Yes Deal closed lost, category unknown Delay 1 day Summarize record, store the summary Reason or summary is known Data Agent Custom prompt picks one category Output is known Write category, status classified, stamp date Set unclassified, task for deal owner

When to use it, when not to

Use it

  • Use it when reps fill Closed lost reason as free text and the win/loss report is a list of 300 different sentences.
  • Use it to backfill categories on deals already lost, by enrolling existing records once.
Read more on when to use itShow less

Skip it

  • Do not use it to replace the rep's own reason. The AI category sits in a second property. The rep's text stays as written.
  • Do not use it if a required dropdown at the closed-lost stage already works for your team. A dropdown the rep picks is free and the rep knows the deal better than a model does.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 9 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 14 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 6

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 4 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV

The properties JSON creates the fields in one call. The workflow JSON documents the build.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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