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Intake conflict check gate: no enquiry moves until the check is recorded

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.

Contact9 stepsUpdated for HubSpot seat pricing
OutcomeEvery new enquiry gets a conflict check task within minutes, and an intake record cannot reach a consultation stage while the check still sits at Not started.
Workflow maplegal-001
New enquiry, contact created leads to Status set to not started. Status set to not started leads to Intake deal created at New enquiry. Intake deal created at New enquiry leads to Task to the conflicts clerk, 4 business hours. Task to the conflicts clerk, 4 business hours leads to Client states a date within 30 days?. Client states a date within 30 days? leads to yes: High priority, alert practice head; no: Stage set to Conflict check. High priority, alert practice head leads to Stage set to Conflict check. Stage set to Conflict check leads to Someone moves the stage forward?. Someone moves the stage forward? leads to yes, check not cleared: Stage moved back, task and alert; no: Daily check: still not started?. Stage moved back, task and alert leads to Stage set to Conflict check. Daily check: still not started? leads to 1 day: Chase task to the clerk; 2 days: Alert practice head and office manager; no: Status changes to a decision?. Status changes to a decision? leads to cleared or waiver: Stamp decision date, copy to deal, timeline note; declined: Deal to Not taken, letter task, alert. Stamp decision date, copy to deal, timeline note leads to Gate open, intake continues. yes no yes, check not cleared no 1 day 2 days no cleared or waiver declined New enquiry, contact created Status set to not started Intake deal created at New enquiry Task to the conflicts clerk, 4 business hours Client states a date within 30 days? High priority, alert practice head Stage set to Conflict check Someone moves the stage forward? Stage moved back, task and alert Daily check: still not started? Chase task to the clerk Alert practice head and office manager Status changes to a decision? Stamp decision date, copy to deal, timeline note Deal to Not taken, letter task, alert Gate open, intake continues
New enquiry, contact created leads to Status set to not started. Status set to not started leads to Intake deal created at New enquiry. Intake deal created at New enquiry leads to Task to the conflicts clerk, 4 business hours. Task to the conflicts clerk, 4 business hours leads to Client states a date within 30 days?. Client states a date within 30 days? leads to yes: High priority, alert practice head; no: Stage set to Conflict check. High priority, alert practice head leads to Stage set to Conflict check. Stage set to Conflict check leads to Someone moves the stage forward?. Someone moves the stage forward? leads to yes, check not cleared: Stage moved back, task and alert; no: Daily check: still not started?. Stage moved back, task and alert leads to Stage set to Conflict check. Daily check: still not started? leads to 1 day: Chase task to the clerk; 2 days: Alert practice head and office manager; no: Status changes to a decision?. Status changes to a decision? leads to cleared or waiver: Stamp decision date, copy to deal, timeline note; declined: Deal to Not taken, letter task, alert. Stamp decision date, copy to deal, timeline note leads to Gate open, intake continues. yes no yes, check not cleared no 1 day 2 days no cleared or waiver declined New enquiry, contact created Status set to not started Intake deal created at New enquiry Task to the conflicts clerk, 4 business hours Client states a date within 30 days? High priority, alert practice head Stage set to Conflict check Someone moves the stage forward? Stage moved back, task and alert Daily check: still not started? Chase task to the clerk Alert practice head and office manager Status changes to a decision? Stamp decision date, copy to deal, timeline note Gate open, intake continues Deal to Not taken, letter task, alert

When to use it, when not to

Use it

  • Use it when enquiries arrive through several doors, a web form, a shared inbox, a phone call typed up later, and the check depends on whoever happens to open them.
  • Use it when you need to show, months later, that the check was run, by whom and on what date. The gate produces that trace as a side effect rather than as a separate chore.
Read more on when to use itShow less

Skip it

  • Do not use it as the check itself. This workflow creates the task, holds the stage and records the answer. A person runs the search and decides. The firm decides what a conflict is, what a waiver needs and when to decline.
  • Do not use it if your practice management system already gates intake and writes back to HubSpot. Two gates on one process means two sources of truth and an argument every time they disagree.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 11 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 12 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 9 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 7

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 6 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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