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Onboarding Project custom object instance created on closed won

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.

Custom2 stepsUpdated for HubSpot seat pricing
OutcomeEvery closed-won deal gets a structured Onboarding Project record, associated to the deal, giving the team one dedicated object to track implementation details without overloading deal or ticket properties.
Workflow mapcustomer-onboarding-038
Deal stage = Closed Won, no project yet leads to Create Onboarding Project record. Create Onboarding Project record leads to Copy deal amount and owner onto the new record. Copy deal amount and owner onto the new record leads to Associate record to deal. Associate record to deal leads to Set Onboarding Project Created on deal. Deal stage = Closed Won, no project yet Create Onboarding Project record Copy deal amount and owner onto the new record Associate record to deal Set Onboarding Project Created on deal
Deal stage = Closed Won, no project yet leads to Create Onboarding Project record. Create Onboarding Project record leads to Copy deal amount and owner onto the new record. Copy deal amount and owner onto the new record leads to Associate record to deal. Associate record to deal leads to Set Onboarding Project Created on deal. Deal stage = Closed Won, no project yet Create Onboarding Project record Copy deal amount and owner onto the new record Associate record to deal Set Onboarding Project Created on deal

When to use it, when not to

Use it

  • Use it when onboarding has enough of its own data (a target go-live date, an implementation type, a project owner distinct from the deal owner) that it deserves its own object instead of living as an ever-growing set of deal properties.
  • Use it when several other onboarding fiches in this category (health score, milestone percent-complete) would benefit from a single project record to attach their properties to, instead of spreading them across deal and ticket.
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Skip it

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The rest of this spec

Prerequisites · 8 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 · 2 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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50 specs in this section

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FreeSales-to-CS handoff task on deal closed wonDeal6 steps Onboarding project ticket created on deal closed wonTicket4 steps Onboarding milestone tracking via ticket pipeline stageTicket10 steps Onboarding owner reassignment audit trailDeal4 steps

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