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Auto-attach the call recording link to the AE handoff task after a qualifying call

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.

Contact5 stepsUpdated for HubSpot seat pricing
OutcomeThe AE handoff task lands with a direct link to the call recording already in it, so the AE can listen before the first outreach instead of asking the SDR to dig up the link.
Workflow mapsales-ops-031
Call outcome set to Qualified leads to Custom code: find latest qualifying call, read recording url. Custom code: find latest qualifying call, read recording url leads to Set Latest qualifying call recording url. Set Latest qualifying call recording url leads to Recording url found?. Recording url found? leads to Yes: Create AE handoff task with recording link; No: Create AE handoff task flagging missing recording. Yes No Call outcome set to Qualified Custom code: find latest qualifying call, read recording url Set Latest qualifying call recording url Recording url found? Create AE handoff task with recording link Create AE handoff task flagging missing recording
Call outcome set to Qualified leads to Custom code: find latest qualifying call, read recording url. Custom code: find latest qualifying call, read recording url leads to Set Latest qualifying call recording url. Set Latest qualifying call recording url leads to Recording url found?. Recording url found? leads to Yes: Create AE handoff task with recording link; No: Create AE handoff task flagging missing recording. Yes No Call outcome set to Qualified Custom code: find latest qualifying call, read recording url Set Latest qualifying call recording url Recording url found? Create AE handoff task with recording link Create AE handoff task flagging missing recording

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 SDRs qualify prospects on the phone and calls are recorded through HubSpot Calling or a connected dialer that writes the recording URL back to the call engagement.
  • Use it when the handoff task is still manual today and the recording link is something reps copy and paste by hand, or skip entirely.
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Skip it

  • Do not use it if your dialer does not store a recording URL on the HubSpot call engagement. Check one recent call record first; if the recording link field is empty, this workflow has nothing to attach.
  • Do not use it as your only handoff mechanism if a call can be qualifying without ever being logged as a HubSpot engagement (for example, a rep taking a call on their personal cell). Those calls will not trigger anything here.
Read more on when to skip itShow less

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 · 5 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 · 2 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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