III. Success Renewal Pipeline Deal Automation Tips in HubSpot

Once you have set up the properties that are relevant to your company’s data needs, the next step is setting up automation in the Sales Pipeline, Closed Won stage that will automatically copy all property data into a Renewal deal in the Success Renewal Pipeline.

Here is what that will look like in the Sales Pipeline:

Steps to create auto Renewal deal from the Sales pipeline Closed Won deal stage:

1. Navigate to your HubSpot account
2. Click on the settings icon ⚙️along the top right of your account
3. Navigate to Objects
4. Select Deals
5. Navigate to the tab at the top called Pipelines
6. Select the Pipeline you want to automate the deal duplication in
7. Select the Automate tab
8. Scroll over to the When a deal reaches…CLOSED WON column
9. Click the + sign
10. Click See more
11. Under Edit action Select Create record from the Record management section
12. Assign deal to “Specific user”
13. Which user; Select a user to assign the deal to
14. Deal name * ; use the Deal token option to add the Deal name token; then add the year of the renewal (i.e. Deal name: 2023–2024 Renewal Deal)
15. Deal pipleline and stage * ; Choose the pipeline and stage the renewal deal should be created in
16. Select Add more properties
17. Add the Revenue Deal Type property; Select Renewal
18. Select Add more properties
19. Add all the properties you want to copy from the original Sales deal to the new Renewal deal; See my example above for all of the properties we copy
20. Under the Associate deal with

a. Check Contacts associated to the enrolled deal

b. Check Add timeline activity from contacts to the deal starting from All time; you will have to select All time from the dropdown

c. Check Companies associated to the enrolled deal

d. Check Add timeline activity from companies to the deal starting from All time; you will have to select All time from the dropdown

e. Check Tickets associated to the enrolled deal

f. Check Add timeline activity from tickets to the deal starting from All time; you will have to select All time from the dropdown

g. Check Quotes associated to the enrolled deal

h. Check Add timeline activity from quotes to the deal starting from All time; you will have to select All time from the dropdown

21. Once you have finished adding all of the information to be copied onto the Success Renewal deal, be sure to select Save

22. Next I set up a Slack notification to my CS Team to notify them that the renewal deal is in the Onboarding stage of the Success Renewal pipeline; Here is how to do that:

a. Click the + sign

b. Click See more

c. Click Send Slack notification from the Slack section

d. Under the Edit action tab, leave it set to Select users

e. Under the Send notification to channels, Select your CSM team Slack channel

f. Under the Send notification to existing owners, leave it set to Select existing owners

g. Create a Message using deal tokens; Something along the lines of this:

Hey CS team! New client {{ deal.dealname }}has joined Hectre! A deal for {{ deal.dealname }} has now been created in the Hubspot Success Renewal Onboarding Pipeline. Decide who will own this client and assign yourself as the ‘deal owner’ in order to trigger your Hubspot tasks for onboarding {{ deal.dealname }}.

h. Once you have finished setting this up, be sure to select Save

Once you have set up the Closed Won Sales deals to automatically generate the new Success Renewal deal, you will want to set up that same automation for all Closed Won Success Renewal deals. This will automatically copy all property data from the renewal year into a new Renewal deal in the Success Renewal pipeline.

Here is what that will look like in the Success Renewal Pipeline:

Steps to create auto Renewal deal from the Success Renewal pipeline Closed Won deal stage:

1. Navigate to your HubSpot account
2. Click on the settings icon ⚙️along the top right of your account
3. Navigate to Objects
4. Select Deals
5. Navigate to the tab at the top called Pipelines
6. Select the Pipeline you want to automate the deal duplication in
7. Select the Automate tab
8. Scroll over to the When a deal reaches…CLOSED WON column
9. Click the + sign
10. Click See more
11. Under Edit action Select Create record from the Record management section
12. Assign deal to “Specific user”
13. Which user; Select a user to assign the deal to
14. Deal name * ; use the Deal token option to add the Deal name token; then add the year of the renewal (i.e. Deal name: 2023–2024 Renewal Deal)
15. Deal pipleline and stage * ; Choose the pipeline and stage the renewal deal should be created in
16. Select Add more properties
17. Add the Revenue Deal Type property; Select Renewal
18. Select Add more properties
19. Add all the properties you want to copy from the previous years Renewal deal to the new year Renewal deal; See my example above for all of the properties we copy
20. Under the Associate deal with

a. Check Contacts associated to the enrolled deal

b. Check Add timeline activity from contacts to the deal starting from All time; you will have to select All time from the dropdown

c. Check Companies associated to the enrolled deal

d. Check Add timeline activity from companies to the deal starting from All time; you will have to select All time from the dropdown

e. Check Tickets associated to the enrolled deal

f. Check Add timeline activity from tickets to the deal starting from All time; you will have to select All time from the dropdown

g. Check Quotes associated to the enrolled deal

h. Check Add timeline activity from quotes to the deal starting from All time; you will have to select All time from the dropdown

21. Once you have finished adding all of the information to be copied onto the Success Renewal deal, be sure to select Save