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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 for a welcome gift automatically creates a fulfillment task with the shipping address attached, instead of a rep remembering to email the office manager.
Workflow mapcustomer-onboarding-037
Deal stage = Closed Won, Send Welcome Gift = true leads to Shipping address known?. Shipping address known? leads to No: Task: get address from deal owner; Yes: Task: ship welcome gift. Task: get address from deal owner leads to manual follow-up: Task: ship welcome gift. No Yes manual follow-up Deal stage = Closed Won, Send Welcome Gift = true Shipping address known? Task: get address from deal owner Task: ship welcome gift
Deal stage = Closed Won, Send Welcome Gift = true leads to Shipping address known?. Shipping address known? leads to No: Task: get address from deal owner; Yes: Task: ship welcome gift. Task: get address from deal owner leads to manual follow-up: Task: ship welcome gift. No Yes manual follow-up Deal stage = Closed Won, Send Welcome Gift = true Shipping address known? Task: get address from deal owner Task: ship welcome gift

When to use it, when not to

Use it

  • Use it when welcome gifts are selective, not automatic for every deal, and a rep decides at close time whether one is warranted.
  • Use it when someone internal (an office manager, an operations coordinator) actually fulfills the shipment, this workflow only creates the request, it does not order or ship anything itself.
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Skip it

  • Do not use it if every closed-won deal gets the same gift automatically, drop the checkbox gate and enroll on Closed Won alone.
  • Do not use it for digital gifts (a gift card sent by email), that is a "Send email" action with a gift card code, not a fulfillment task, adapt the steps accordingly.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 4 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 · 4

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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