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Wait until deal stage advances (14-day expiry), else nudge owner

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.

Deal10 stepsUpdated for HubSpot seat pricing
OutcomeA deal that does not advance out of a target stage within 14 days gets an owner nudge automatically, using an event-based wait instead of a fixed delay, so the reminder only fires when it is actually needed.
Workflow mapdeal-hygiene-006
Deal enters target stage leads to Wait until stage changes, expire 14d. Wait until stage changes, expire 14d leads to advanced in time: Exit, no nudge; expired: Set Stage Nudge Sent = true. Set Stage Nudge Sent = true leads to Create task for owner. Create task for owner leads to Notify owner. Notify owner leads to Wait until stage changes, expire 7 more days. Wait until stage changes, expire 7 more days leads to advanced: Reset flag, exit; expired: Notify manager - escalation. advanced in time expired advanced expired Deal enters target stage Wait until stage changes, expire 14d Exit, no nudge Set Stage Nudge Sent = true Create task for owner Notify owner Wait until stage changes, expire 7 more days Reset flag, exit Notify manager - escalation
Deal enters target stage leads to Wait until stage changes, expire 14d. Wait until stage changes, expire 14d leads to advanced in time: Exit, no nudge; expired: Set Stage Nudge Sent = true. Set Stage Nudge Sent = true leads to Create task for owner. Create task for owner leads to Notify owner. Notify owner leads to Wait until stage changes, expire 7 more days. Wait until stage changes, expire 7 more days leads to advanced: Reset flag, exit; expired: Notify manager - escalation. advanced in time expired advanced expired Deal enters target stage Wait until stage changes, expire 14d Exit, no nudge Set Stage Nudge Sent = true Create task for owner Notify owner Wait until stage changes, expire 7 more days Reset flag, exit Notify manager - escalation

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 for a specific stage where reps commonly get stuck (demo scheduled, proposal sent) and a fixed delay-based reminder feels premature when the deal actually moved on time.
  • Use it as the event-driven alternative to deal-hygiene-001 when the trigger you care about is a stage change, not general activity.
Read more on when to use itShow less

Skip it

  • Do not use it for stages that are supposed to sit for a while (legal review, procurement), the 14-day expiry will fire false alarms there.
  • Do not use it on a pipeline with more than one target stage without cloning the workflow per stage, mixing stages into one enrollment filter makes the wait condition ambiguous.
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 · 10 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 · 5 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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