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Cross-pipeline deal count cap per company (portfolio hygiene)

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: Data Hub Professional.

Deal6 stepsUpdated for HubSpot seat pricing
OutcomeA company sitting above an agreed number of simultaneously open deals, counted across every pipeline, gets flagged with the exact count, so sales ops can catch portfolio sprawl a single-pipeline view would never surface.
Workflow mapdeal-hygiene-050
Company has at least one associated deal leads to Custom code: count open deals across pipelines. Custom code: count open deals across pipelines leads to Set Open Deal Count from code output. Set Open Deal Count from code output leads to Cap exceeded, per code output?. Cap exceeded, per code output? leads to yes: Set Deal Count Cap Exceeded = true; no: Set Deal Count Cap Exceeded = false. Set Deal Count Cap Exceeded = true leads to Create review task for sales ops. yes no Company has at least one associated deal Custom code: count open deals across pipelines Set Open Deal Count from code output Cap exceeded, per code output? Set Deal Count Cap Exceeded = true Set Deal Count Cap Exceeded = false Create review task for sales ops
Company has at least one associated deal leads to Custom code: count open deals across pipelines. Custom code: count open deals across pipelines leads to Set Open Deal Count from code output. Set Open Deal Count from code output leads to Cap exceeded, per code output?. Cap exceeded, per code output? leads to yes: Set Deal Count Cap Exceeded = true; no: Set Deal Count Cap Exceeded = false. Set Deal Count Cap Exceeded = true leads to Create review task for sales ops. yes no Company has at least one associated deal Custom code: count open deals across pipelines Set Open Deal Count from code output Cap exceeded, per code output? Set Deal Count Cap Exceeded = true Set Deal Count Cap Exceeded = false Create review task for sales ops

When to use it, when not to

Use it

  • Use it once a company can plausibly have open deals in more than one pipeline at the same time, for example a new-business pipeline and a separate expansion or renewal pipeline running in parallel.
  • Use it as a portfolio-level hygiene check, not a hard cap enforced at deal creation, this fiche flags after the fact, it does not stop a new deal from being created.
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Skip it

  • Do not use it if your portal only has one pipeline, or if companies never realistically carry more than one or two open deals, the count this fiche computes will rarely be interesting.
  • Do not attempt this with native workflow branch conditions alone. Counting associated deals across every pipeline for a company and comparing the total to a cap is arithmetic and a cross-pipeline aggregation that plain workflow actions cannot do, this fiche's primary build path is a custom coded action, which requires Data Hub Professional or Enterprise in addition to the Sales Hub tier this pack's taxonomy declares (https://knowledge.hubspot.com/workflows/choose-your-workflow-actions).
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The rest of this spec

Prerequisites · 5 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 · 6 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, code

The properties JSON creates the fields in one call. The workflow JSON documents the build. The custom coded action ships as a ready-to-paste .js file.

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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