Automatically close cold HubSpot deals with Gmail feedback & Slack notifications

How it works

This workflow identifies HubSpot deals that have gone untouched for 21+ days and automatically updates their status to Closed Lost. It fetches associated contacts, retrieves their details, and sends personalized follow-up emails requesting feedback. Finally, it notifies your team via Slack about the deals moved to Closed Lost. The workflow runs on a scheduled interval, ensuring consistent lead management without manual intervention.

Step-by-step

1. Trigger the workflow - Schedule Trigger – Runs the workflow at a defined interval (daily, weekly, etc.). - Get HubSpot Deals – Retrieves all deals with key properties from HubSpot. - Extract Deal Fields – Normalizes deal data for consistent processing.

2. Identify and update cold deals - Filter Cold Leads (21+ days) – Keeps only deals not updated in the past 21 days. - Update Deal to Closed Lost – Marks stale deals as Closed Lost in HubSpot.

3. Map deals to contacts - Fetch Deal Associations – Retrieves contacts linked to filtered deals. - Extract Contact IDs – Parses associations to get contactId, dealId, and dealName. - Get Contact Details – Fetches enriched contact information. - Extract Contact Email – Simplifies data, keeping only the email field.

4. Follow-up & team notification - Send Gmail Feedback Request – Sends a personalized thank-you email requesting feedback. - Send Slack Notification – Alerts the team about deals updated to Closed Lost.

Why use this?