Case study · Revenue operations
Deal changes reflected in sales records
Contract links were maintained as sales records changed. Checks flagged missing agreement evidence for review. Assignment updates were configured for selected records.
- HubSpot
- Make
- DocuSign
- Slack
- Google Sheets
- Google Drive
The problem
Sales records need upkeep as work changes.
The team needed to check agreement evidence on won deals and keep contract links and assignment choices useful as records changed.
The change
Contract checks and record updates followed defined rules.
The business need
- The team needed to check whether selected won deals had agreement evidence.
- Contract references and assignment choices needed upkeep as records changed.
Implemented approach
- Missing agreement evidence triggered a review path.
- Separate routines maintained matching contract references and were configured to update selected assignment options.
Agreement evidence and contract references
Checks identified selected closed-won records without contract evidence. Separate routines attached matching contract references or removed a reference under the configured cleanup rules.
Assignment choices
The assignment routines were configured to reuse or add dropdown options and apply them to the relevant deal. Each routine covered selected records under its own conditions.
The historical closure policy
A separate closure routine used the deal’s last-modified date. This was a historical policy specific to this setup.
The results
Sales records had defined upkeep and review checks.
Agreement checks the team could act on
Selected won deals with missing contract evidence were flagged for review. People still needed to confirm the agreement.
Contract links and configured assignment updates
Separate routines maintained contract references. Assignment routines were configured to update the available choices under their own rules.
An explicit rule for closing older records
The historical closure routine used 45 days since a deal was last modified. This measured record changes, not sales activity.
Scope and responsibilities
The work covered contract-evidence review checks, record-maintenance automations, contract-reference synchronization, and field-option updates.
Your next step
What could your team do with less administrative work?
Review the sales records your team maintains, and which updates or review paths could make that work easier.
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