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Task reminder before an approaching close date

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.

Deal2 stepsUpdated for HubSpot seat pricing
OutcomeA rep gets a task a set number of days before a deal's close date, so the final push happens on purpose instead of the date arriving unnoticed.
Workflow mapdeal-hygiene-034
5 business days before Close Date, deal still open leads to Create task for owner. Create task for owner leads to Notify owner. 5 business days before Close Date, deal still open Create task for owner Notify owner
5 business days before Close Date, deal still open leads to Create task for owner. Create task for owner leads to Notify owner. 5 business days before Close Date, deal still open Create task for owner Notify owner

When to use it, when not to

Use it

  • Use it on any pipeline where close dates are meant to reflect a real target the rep is working toward, not a placeholder set once and forgotten.
  • Use it as the forward-looking companion to deal-hygiene-003, which only catches a close date after it has already passed.
Read more on when to use itShow less

Skip it

  • Do not use it if close dates in your portal are known to be unreliable placeholders (for example everyone defaults to "end of quarter" on creation and never updates it). Fix the data discipline first, or this reminder fires constantly for the wrong reason.
  • Do not stack this with deal-hygiene-003 without excluding overlap in messaging, a rep getting a "closing soon" task and then an "overdue" notification for the same deal within days needs to see them as connected, not duplicated noise.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 2 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 · 5

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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