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Add agentic step on renewal deals: let the agent pick the next action inside explicit guardrails

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

Enterprise

Seat pricing: Enterprise 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 Enterprise.

Deal9 stepsUpdated for HubSpot seat pricing
OutcomeOn a renewal deal 60 days before its close date, an agent proposes one next action from a closed list. A person approves it. Only then does a fixed, ordinary workflow branch carry it out. The agent never contacts the customer and never changes the deal.
Workflow mapai-agents-023
Renewal deal 60 days out, opted in, under the cap leads to Open high priority ticket or at risk. Open high priority ticket or at risk leads to Yes: Skip the agent, task for the owner; No: Add agentic step proposes one action. Add agentic step proposes one action leads to AI next action is known. AI next action is known leads to No: Status failed, manual planning task; Yes: Approval task for the renewal manager. Approval task for the renewal manager leads to Approved value starts the fixed execution workflow. Yes No No Yes Renewal deal 60 days out, opted in, under the cap Open high priority ticket or at risk Skip the agent, task for the owner Add agentic step proposes one action AI next action is known Status failed, manual planning task Approval task for the renewal manager Approved value starts the fixed execution workflow
Renewal deal 60 days out, opted in, under the cap leads to Open high priority ticket or at risk. Open high priority ticket or at risk leads to Yes: Skip the agent, task for the owner; No: Add agentic step proposes one action. Add agentic step proposes one action leads to AI next action is known. AI next action is known leads to No: Status failed, manual planning task; Yes: Approval task for the renewal manager. Approval task for the renewal manager leads to Approved value starts the fixed execution workflow. Yes No No Yes Renewal deal 60 days out, opted in, under the cap Open high priority ticket or at risk Skip the agent, task for the owner Add agentic step proposes one action AI next action is known Status failed, manual planning task Approval task for the renewal manager Approved value starts the fixed execution workflow

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

When to use it, when not to

Use it

  • Use it when renewals follow three or four known plays and choosing between them takes a rep 15 minutes of reading per account.
  • Use it only with the guardrails of this spec in place. They live in the workflow, around the agent: who can enroll, what is checked before, what is checked after, and a human approval before anything happens.
Read more on when to use itShow less

Skip it

  • Do not use it to let an agent send emails, change amounts, move stages or create quotes. Those stay in fixed branches that a person triggers by approving.
  • Do not use it on your largest accounts. Those renewals are run by a person. Exclude them by amount in the enrollment.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 10 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 · 9 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 · 3 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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