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Review and fix HubSpot deal pipeline hygiene with TypeSafe Jev and Gmail

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Created by: Daniel Secareanu || dsecareanu
Daniel Secareanu

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Last update 3 days ago

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Quick overview

This workflow runs every Monday and scans a HubSpot deal pipeline for hygiene issues and expansion opportunities, optionally using TypeSafe Jev to recommend fixes. It emails a Gmail approval form, then applies only the reviewer-approved updates back to HubSpot and sends a results summary.

How it works

  1. Runs every Monday at 08:00 and loads the configured HubSpot pipeline, portal details, and deal owners.
  2. Searches HubSpot for all deals in the selected pipeline and gathers Closed Won deal-to-company associations to identify existing clients.
  3. Applies rules to flag open deals with issues (for example past/missing close dates, staleness, stuck stages, missing amount/owner/contact) and to find companies eligible for an expansion conversation.
  4. For each flagged item, fetches the latest associated HubSpot note and (if enabled) sends the deal/client context to TypeSafe Jev to choose a recommended action with a confidence score, falling back to deterministic rules when Jev is disabled or unavailable.
  5. Sends a Gmail message containing a review form with one checkbox per proposed fix, preselecting higher-confidence recommendations, and waits up to the configured review window for a response.
  6. Matches the reviewer’s selections to the proposed fixes and applies only the approved changes in HubSpot (updating deals, creating tasks, or creating expansion deals), then emails a results summary (or a “no changes” message if nothing is approved).

Setup

  1. Create a HubSpot private app (or service key) with the required scopes and add it to n8n as a HubSpot App Token credential.
  2. Connect a Gmail OAuth2 account to send the review email, wait for the form response, and send result/failure notifications.
  3. (Optional) Add a TypeSafe Jev API key as an HTTP Header Auth credential (Authorization: Bearer <key>) or set useJev to false to use the built-in rules only.
  4. Update the Settings values for pipelineId and reviewerEmail, and adjust thresholds like staleDays, stuckDays, expansionAfterDays, and reviewWindowDays as needed.
  5. Set the recipient address in the failure-alert email so workflow errors are reported to the right inbox.