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Task creation when a deal enters a pipeline stage

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.

Deal4 stepsUpdated for HubSpot seat pricing
OutcomeEvery time a deal moves into a defined stage, the right next-action task is created automatically, so reps stop guessing what to do next.
Workflow mapdeal-hygiene-002
Deal stage changes leads to Which stage?. Which stage? leads to Demo Scheduled: Create task: confirm demo logistics; Proposal Sent: Create task: follow up on proposal; Negotiation: Create task: send contract for signature; other tracked stage: Create matching task. Demo Scheduled Proposal Sent Negotiation other tracked stage Deal stage changes Which stage? Create task: confirm demo logistics Create task: follow up on proposal Create task: send contract for signature Create matching task
Deal stage changes leads to Which stage?. Which stage? leads to Demo Scheduled: Create task: confirm demo logistics; Proposal Sent: Create task: follow up on proposal; Negotiation: Create task: send contract for signature; other tracked stage: Create matching task. Deal stage changes Which stage? Demo Scheduled Create task: confirm demo logistics Proposal Sent Create task: follow up on proposal Negotiation Create task: send contract for signature other tracked stage Create matching task

When to use it, when not to

Use it

  • Use it for pipelines with a clear standard playbook per stage (demo scheduled, proposal sent, negotiation).
  • Use it to replace a manual checklist a manager currently repeats verbally in pipeline review.
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Skip it

  • Do not use it for pipelines with fewer than 3 stages or with highly variable deal types where a single task per stage does not fit most deals.
  • Do not use it as a substitute for a full sales playbook tool (sales-ops category) if you need multi-step guided selling with content attachments.
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The rest of this spec

Prerequisites · 3 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 · 4 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 · 6 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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