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Matter key date reminders at 90, 30 and 7 days, to two people, with an acknowledgement trace

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.

Custom12 stepsUpdated for HubSpot seat pricing
OutcomeEvery dated deadline a firm has written into its own diary produces a reminder to two named people at ninety, thirty and seven days, and the record shows who acknowledged it and when.
Workflow maplegal-003
Daily run over open matters with a key date leads to Date passed and not acknowledged?. Date passed and not acknowledged? leads to yes: Alert attorney, second recipient, practice head; no: Less than 7 days?. Alert attorney, second recipient, practice head leads to Task to the practice head, check the file today. Less than 7 days? leads to yes: Alert both, task to both, repeats daily; no: Less than 30 days?. Alert both, task to both, repeats daily leads to Timeline note on every reminder sent. Less than 30 days? leads to yes: Alert both, task in 3 days, clear acknowledgement; no: Less than 90 days?. Alert both, task in 3 days, clear acknowledgement leads to Timeline note on every reminder sent. Less than 90 days? leads to yes: Alert both, task in 5 days, check the date; no: Nothing this run. Alert both, task in 5 days, check the date leads to Timeline note on every reminder sent. Timeline note on every reminder sent leads to Acknowledgement task completed?. Acknowledgement task completed? leads to yes: Stamp acknowledged date, timeline note; no: Daily run over open matters with a key date. Weekly hygiene run leads to Date, second recipient or verifier missing?. Date, second recipient or verifier missing? leads to yes: Task to fix it, named owner, 2 days. yes no yes no yes no yes no yes yes no Daily run over open matters with a key date Weekly hygiene run Date passed and not acknowledged? Date, second recipient or verifier missing? Alert attorney, second recipient, practice head Task to fix it, named owner, 2 days Task to the practice head, check the file today Less than 7 days? Alert both, task to both, repeats daily Less than 30 days? Alert both, task in 3 days, clear acknowledgement Less than 90 days? Alert both, task in 5 days, check the date Nothing this run Timeline note on every reminder sent Acknowledgement task completed? Stamp acknowledged date, timeline note
Daily run over open matters with a key date leads to Date passed and not acknowledged?. Date passed and not acknowledged? leads to yes: Alert attorney, second recipient, practice head; no: Less than 7 days?. Alert attorney, second recipient, practice head leads to Task to the practice head, check the file today. Less than 7 days? leads to yes: Alert both, task to both, repeats daily; no: Less than 30 days?. Alert both, task to both, repeats daily leads to Timeline note on every reminder sent. Less than 30 days? leads to yes: Alert both, task in 3 days, clear acknowledgement; no: Less than 90 days?. Alert both, task in 3 days, clear acknowledgement leads to Timeline note on every reminder sent. Less than 90 days? leads to yes: Alert both, task in 5 days, check the date; no: Nothing this run. Alert both, task in 5 days, check the date leads to Timeline note on every reminder sent. Timeline note on every reminder sent leads to Acknowledgement task completed?. Acknowledgement task completed? leads to yes: Stamp acknowledged date, timeline note; no: Daily run over open matters with a key date. Weekly hygiene run leads to Date, second recipient or verifier missing?. Date, second recipient or verifier missing? leads to yes: Task to fix it, named owner, 2 days. yes no yes no yes no yes no yes yes no Daily run over open matters with a key date Date passed and not acknowledged? Alert attorney, second recipient, practice head Task to the practice head, check the file today Less than 7 days? Alert both, task to both, repeats daily Less than 30 days? Alert both, task in 3 days, clear acknowledgement Less than 90 days? Alert both, task in 5 days, check the date Nothing this run Timeline note on every reminder sent Acknowledgement task completed? Stamp acknowledged date, timeline note Weekly hygiene run Date, second recipient or verifier missing? Task to fix it, named owner, 2 days

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 as a second pair of eyes over a diary that already exists, to make sure a date somebody entered gets seen by more than one person as it approaches.
  • Use it when matters move between fee earners, because the reminder follows the field on the record rather than a personal calendar that leaves with the person.
Read more on when to use itShow less

Skip it

  • Do not use it as the firm's diary or docketing system. It reminds against a date a named human entered and checked. It does not compute a period, it does not know your rules of procedure, and it has no opinion about whether the date is right.
  • Do not use it as the only reminder on anything the firm treats as critical. An automation that a portal outage, a deactivated user or a switched off workflow can silence is a support to a diary, never a replacement for one. The kit page says this too, and it is worth repeating to whoever signs off the build.
  • Do not put the substance of a matter into the reminder text. A subject line is visible in notification previews, in exports and in whatever email client the recipient uses.
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 · 8 parts

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

Steps · 12 numbered actions

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

Known pitfalls · 8

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

Test plan and UAT script · 7 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 lists the fields to create. The workflow JSON documents the build.

Install · By hand

This workflow runs on a custom object that only exists in your portal. Build it from the spec; the one-click installer does not cover it.

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