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Approval required to reopen a Closed Won deal

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Enterprise

Seat pricing: Enterprise 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 Enterprise.

Deal8 stepsUpdated for HubSpot seat pricing
OutcomeA deal cannot move out of Closed Won back into an open stage until a named approver signs off, so a won deal that already triggered invoicing or provisioning does not get quietly reopened and re-closed without anyone downstream knowing.
Workflow mapdeal-hygiene-048
Deal marked Closed Won, Reopen Approved checked leads to Reopen Reason provided?. Reopen Reason provided? leads to no: Notify owner, need a reason, exit; yes: Notify Reopen Approver. Notify Reopen Approver leads to Create approval task. Create approval task leads to Delay 1 business day. Delay 1 business day leads to Still pending after delay?. Still pending after delay? leads to yes: Escalation notification; no: Exit, resolved. no yes yes no Deal marked Closed Won, Reopen Approved checked Reopen Reason provided? Notify owner, need a reason, exit Notify Reopen Approver Create approval task Delay 1 business day Still pending after delay? Escalation notification Exit, resolved
Deal marked Closed Won, Reopen Approved checked leads to Reopen Reason provided?. Reopen Reason provided? leads to no: Notify owner, need a reason, exit; yes: Notify Reopen Approver. Notify Reopen Approver leads to Create approval task. Create approval task leads to Delay 1 business day. Delay 1 business day leads to Still pending after delay?. Still pending after delay? leads to yes: Escalation notification; no: Exit, resolved. no yes yes no Deal marked Closed Won, Reopen Approved checked Reopen Reason provided? Notify owner, need a reason, exit Notify Reopen Approver Create approval task Delay 1 business day Still pending after delay? Escalation notification Exit, resolved

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 once deal-hygiene-030's Closed Won finance notification is already live, this fiche protects the integrity of that trigger, an unapproved reopen risks a second, unintended invoicing event or a confusing finance record.
  • Use it together with the native required-property-per-stage setting, exactly like deal-hygiene-015 and deal-hygiene-028, the workflow manages notification and review, the required-property setting is what actually blocks the move.
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Skip it

  • Do not use it if reopening a Closed Won deal is a routine, expected action on your team, for example correcting a data-entry mistake made minutes after closing, in that case a lighter-weight confirmation step is more appropriate than a full approval gate.
  • Do not use it on Sales Hub Professional expecting the same enforcement, the required-property setting itself works on Professional, but this fiche's Enterprise designation assumes the same field-level-permission protection used in deal-hygiene-015, restricting who can set the approval property in the first place. Permission sets require an Enterprise subscription on Marketing, Sales, Service, Data, Content or Revenue Hub (https://knowledge.hubspot.com/user-management/create-permission-sets).
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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 · 8 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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