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Engagement letter chase at three and seven days, then escalation to the partner

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.

Deal17 stepsUpdated for HubSpot seat pricing
OutcomeAn engagement letter that goes out and does not come back is chased twice on a schedule and lands on the responsible partner's desk on day seven, instead of being remembered a month later when someone asks who is doing the work.
Workflow maplegal-002
Deal reaches Engagement letter sent leads to Stamp sent date, status sent. Stamp sent date, status sent leads to Task: park it if the client is negotiating. Task: park it if the client is negotiating leads to Delay 3 days. Delay 3 days leads to Still at status sent?. Still at status sent? leads to no: Left the workflow; yes: Reminder email plus task to the owner; status signed: Stamp signed date, stage to signed. Reminder email plus task to the owner leads to Delay 4 days, day 7. Delay 4 days, day 7 leads to Still at status sent?. Still at status sent? leads to no: Left the workflow; yes: High priority task to the responsible attorney. High priority task to the responsible attorney leads to Alert the escalation partner with fee and dates. Alert the escalation partner with fee and dates leads to Delay 7 days, day 14. Delay 7 days, day 14 leads to Still at status sent?. Still at status sent? leads to no: Left the workflow; yes: Decision task to the partner, deal untouched. Stamp signed date, stage to signed leads to Flag the contact, task to open the matter. no yes no yes no yes status signed Deal reaches Engagement letter sent Stamp sent date, status sent Task: park it if the client is negotiating Delay 3 days Still at status sent? Reminder email plus task to the owner Stamp signed date, stage to signed Delay 4 days, day 7 Flag the contact, task to open the matter Still at status sent? High priority task to the responsible attorney Alert the escalation partner with fee and dates Delay 7 days, day 14 Still at status sent? Decision task to the partner, deal untouched Left the workflow
Deal reaches Engagement letter sent leads to Stamp sent date, status sent. Stamp sent date, status sent leads to Task: park it if the client is negotiating. Task: park it if the client is negotiating leads to Delay 3 days. Delay 3 days leads to Still at status sent?. Still at status sent? leads to no: Left the workflow; yes: Reminder email plus task to the owner; status signed: Stamp signed date, stage to signed. Reminder email plus task to the owner leads to Delay 4 days, day 7. Delay 4 days, day 7 leads to Still at status sent?. Still at status sent? leads to no: Left the workflow; yes: High priority task to the responsible attorney. High priority task to the responsible attorney leads to Alert the escalation partner with fee and dates. Alert the escalation partner with fee and dates leads to Delay 7 days, day 14. Delay 7 days, day 14 leads to Still at status sent?. Still at status sent? leads to no: Left the workflow; yes: Decision task to the partner, deal untouched. Stamp signed date, stage to signed leads to Flag the contact, task to open the matter. no yes no yes no yes status signed Deal reaches Engagement letter sent Stamp sent date, status sent Task: park it if the client is negotiating Delay 3 days Still at status sent? Reminder email plus task to the owner Delay 4 days, day 7 Still at status sent? High priority task to the responsible attorney Alert the escalation partner with fee and dates Delay 7 days, day 14 Still at status sent? Decision task to the partner, deal untouched Stamp signed date, stage to signed Flag the contact, task to open the matter Left the workflow

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 when the letter goes out by email or by e-signature and the gap between sent and signed is where instructions quietly die.
  • Use it when more than one person sends letters, so the chase cannot depend on whoever happens to keep a list.
Read more on when to use itShow less

Skip it

  • Do not use it on a letter that is under negotiation. A client redlining the terms is a live conversation, not a silence, and a second automated reminder reads badly. Step 2 gives you the field to park it.
  • Do not use it to decide whether work can start. The firm decides that. This workflow tracks a document and a date, nothing else.
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 · 4 parts

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

Steps · 17 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 · 34 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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