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Generate a playbook checklist of tasks automatically when a deal enters a new stage

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.

Deal14 stepsUpdated for HubSpot seat pricing
OutcomeEvery deal gets the right checklist of tasks the moment it enters a new stage, instead of the rep guessing what "doing this stage properly" means from memory.
Workflow mapsales-ops-040
Deal stage changes leads to Reset Playbook checklist complete to false. Reset Playbook checklist complete to false leads to Stage = Discovery?; Stage = Demo?; Stage = Proposal?; Stage = Negotiation?. Stage = Discovery? leads to Yes: Create budget and decision-maker tasks. Stage = Demo? leads to Yes: Create agenda and stakeholder tasks. Stage = Proposal? leads to Yes: Create field-check and proposal tasks. Stage = Negotiation? leads to Yes: Create approver and legal-review tasks. Yes Yes Yes Yes Deal stage changes Reset Playbook checklist complete to false Stage = Discovery? Stage = Demo? Stage = Proposal? Stage = Negotiation? Create budget and decision-maker tasks Create agenda and stakeholder tasks Create field-check and proposal tasks Create approver and legal-review tasks
Deal stage changes leads to Reset Playbook checklist complete to false. Reset Playbook checklist complete to false leads to Stage = Discovery?; Stage = Demo?; Stage = Proposal?; Stage = Negotiation?. Stage = Discovery? leads to Yes: Create budget and decision-maker tasks. Stage = Demo? leads to Yes: Create agenda and stakeholder tasks. Stage = Proposal? leads to Yes: Create field-check and proposal tasks. Stage = Negotiation? leads to Yes: Create approver and legal-review tasks. Yes Yes Yes Yes Deal stage changes Reset Playbook checklist complete to false Stage = Discovery? Create budget and decision-maker tasks Stage = Demo? Create agenda and stakeholder tasks Stage = Proposal? Create field-check and proposal tasks Stage = Negotiation? Create approver and legal-review tasks

When to use it, when not to

Use it

  • Use it when your sales process has a defined set of actions expected at each stage (confirm budget, send agenda, loop in a technical resource) and reps are inconsistent about doing them without a nudge.
  • Use it as a foundation you can extend; this fiche covers a small number of example stages, add branches for the rest of your pipeline as needed.
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Skip it

  • Do not use it if your pipeline has very few stages or your process is genuinely freeform; a checklist workflow adds overhead without a real process to standardize.
  • Do not use it if you want a single playbook link instead of individual tasks; see sales-ops-018 and sales-ops-019 for the lighter, single-task version this fiche builds on.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 2 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 · 14 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 · 16 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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