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Data migration or import request workflow

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.

Deal3 stepsUpdated for HubSpot seat pricing
OutcomeA closed-won deal flagged as needing data migration automatically opens a tracked request for the delivery team, with the source system and volume details already attached, instead of relying on the rep to remember to email someone.
Workflow mapcustomer-onboarding-021
Deal stage = Closed Won, Requires Data Migration = true leads to Create ticket in Data Migration pipeline. Create ticket in Data Migration pipeline leads to Set ticket owner. Set ticket owner leads to Send internal notification. Deal stage = Closed Won, Requires Data Migration = true Create ticket in Data Migration pipeline Set ticket owner Send internal notification
Deal stage = Closed Won, Requires Data Migration = true leads to Create ticket in Data Migration pipeline. Create ticket in Data Migration pipeline leads to Set ticket owner. Set ticket owner leads to Send internal notification. Deal stage = Closed Won, Requires Data Migration = true Create ticket in Data Migration pipeline Set ticket owner Send internal notification

When to use it, when not to

Use it

  • Use it when some, not all, new customers need data imported from a prior system, and that need is known and flagged before or at close.
  • Use it when the delivery or implementation team works from tickets rather than a shared inbox or spreadsheet.
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Skip it

  • Do not use it if every customer requires migration by default, in that case fold the migration steps directly into the standard onboarding checklist (customer-onboarding-003) instead of a conditional branch.
  • Do not use it if migration requests need approval before starting, add an approval task ahead of ticket creation, see customer-onboarding-043 for the review-gate pattern.
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The rest of this spec

Prerequisites · 5 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 · 3 numbered actions

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

Known pitfalls · 5

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

Test plan and UAT script · 2 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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