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Closed-won handoff flag to Customer Success

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
OutcomeEvery Closed Won deal gets flagged and routed to Customer Success automatically, so a new customer never waits on someone remembering to forward the deal.
Workflow mapdeal-hygiene-023
Deal moves to Closed Won leads to Set CS Handoff Sent = true. Set CS Handoff Sent = true leads to Create onboarding task for CS. Create onboarding task for CS leads to Notify CS Owner or team. Deal moves to Closed Won Set CS Handoff Sent = true Create onboarding task for CS Notify CS Owner or team
Deal moves to Closed Won leads to Set CS Handoff Sent = true. Set CS Handoff Sent = true leads to Create onboarding task for CS. Create onboarding task for CS leads to Notify CS Owner or team. Deal moves to Closed Won Set CS Handoff Sent = true Create onboarding task for CS Notify CS Owner or team

When to use it, when not to

Use it

  • Use it as the trigger point between sales closing a deal and CS picking up onboarding. Pair with the customer-onboarding category for what happens after the handoff.
  • Use it when the handoff today depends on a rep remembering to message CS or forward an email.
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Skip it

  • Do not use it if onboarding already starts from a different signal, for example a signed contract event from a separate e-signature tool. Pick one trigger as the source of truth to avoid two onboarding motions starting at once.
  • Do not treat the flag as proof CS actually started onboarding. It only proves the handoff was sent, pair with a customer-onboarding fiche that tracks kickoff completion.
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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 · 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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FreeStale deal alert: no activity in 14 daysDeal9 steps Approval required to reopen a Closed Won dealDeal8 steps Exclude sandbox and test deals from hygiene reportingDeal4 steps Task creation when a deal enters a pipeline stageDeal4 steps

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