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Duplicate open-deal detection per company

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.

Deal7 stepsUpdated for HubSpot seat pricing
OutcomeA new open deal gets flagged when its associated company already has another open deal, so reps consolidate instead of running two competing deals for the same account.
Workflow mapdeal-hygiene-018
Deal enrolls: open, company on 2+ open deal list leads to Set Duplicate Open Deal Flag = true. Set Duplicate Open Deal Flag = true leads to Create task for owner. Create task for owner leads to Notify owner. Notify owner leads to Delay 5 business days. Delay 5 business days leads to Company still on 2+ list?. Company still on 2+ list? leads to yes: Leave flag, no further action; no: Reset flag. yes no Deal enrolls: open, company on 2+ open deal list Set Duplicate Open Deal Flag = true Create task for owner Notify owner Delay 5 business days Company still on 2+ list? Leave flag, no further action Reset flag
Deal enrolls: open, company on 2+ open deal list leads to Set Duplicate Open Deal Flag = true. Set Duplicate Open Deal Flag = true leads to Create task for owner. Create task for owner leads to Notify owner. Notify owner leads to Delay 5 business days. Delay 5 business days leads to Company still on 2+ list?. Company still on 2+ list? leads to yes: Leave flag, no further action; no: Reset flag. yes no Deal enrolls: open, company on 2+ open deal list Set Duplicate Open Deal Flag = true Create task for owner Notify owner Delay 5 business days Company still on 2+ list? Leave flag, no further action Reset flag

When to use it, when not to

Use it

  • Use it in a company-based sales motion where one open deal per active opportunity is the norm and duplicates usually mean two reps working the same account.
  • Use it as an early warning at creation time, not a hard block. HubSpot workflow branch conditions cannot count associated records inline, so this fiche routes the count through an active list first.
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Skip it

  • Do not use it if multiple concurrent open deals per company are expected and normal, for example a company buying several independent product lines. Exclude those pipelines or add a "multi-deal account" exception list.
  • Do not use it without agreeing with sales ops what "duplicate" means, same product line versus any open deal, or the flag becomes noise.
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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 · 7 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 · 4 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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