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Contract expiration date missing flag on active customer accounts

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.

Company8 stepsUpdated for HubSpot seat pricing
OutcomeAny customer account with no contract end date on file gets a task to fill it in, and an escalation if nobody does, so renewal workflows that depend on that date do not silently skip the account.
Workflow maprenewal-expansion-007
Company: Customer, Contract End Date unknown leads to Create task for owner. Create task for owner leads to Notify owner. Notify owner leads to Wait 14 days. Wait 14 days leads to Contract End Date still unknown?. Contract End Date still unknown? leads to yes: Escalate: flag + task + notify ops; no: No action, workflow ends. yes no Company: Customer, Contract End Date unknown Create task for owner Notify owner Wait 14 days Contract End Date still unknown? Escalate: flag + task + notify ops No action, workflow ends
Company: Customer, Contract End Date unknown leads to Create task for owner. Create task for owner leads to Notify owner. Notify owner leads to Wait 14 days. Wait 14 days leads to Contract End Date still unknown?. Contract End Date still unknown? leads to yes: Escalate: flag + task + notify ops; no: No action, workflow ends. yes no Company: Customer, Contract End Date unknown Create task for owner Notify owner Wait 14 days Contract End Date still unknown? Escalate: flag + task + notify ops No action, workflow ends

When to use it, when not to

Use it

  • Use it as a safety net underneath renewal-expansion-001 and any other workflow that reacts to Contract End Date. Those workflows never enroll an account that has no date to react to.
  • Use it right after moving to date-driven renewal automation, when historical accounts were never backfilled with contract dates.
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Skip it

  • Do not use it for accounts that are intentionally month-to-month or have no fixed contract term. Add those to the suppression list below so they do not get a task for a date that will never exist.
  • Do not use it as a substitute for a one-time data cleanup project if most of the customer base is missing the date; a single import or bulk edit is faster than one task per account.
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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 · 4

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

Test plan and UAT script · 3 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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