Objective

To streamline collaboration between Sales and Legal teams in HubSpot during post-sales contract creation by developing a structured, ticket-based process. 

Background

Changes in the contract creation and signing procedures necessitated the inclusion of the Legal team in the post-sales workflow within HubSpot. To address this, I developed a solution using HubSpot's Tickets Object to improve communication and efficiency between Sales Managers and the Legal Department. I chose to use the Tickets object because:

• 1. All requirements from Legal could be covered.

  2. Sales was already familiar with creating tickets within the Deals object, helping adoption.

  3. Provided technical flexibility and avoiding clutter.

1. Requirements Gathering & Planning

• Conducted an initial meeting to gather requirements and define the project scope.

2. First draft build

1. Created a dedicated Legal pipeline in the Tickets Object, with stages aligned to the Legal team’s workflow requirements.

2. Integrated the ticket creation process within the familiar Deal Object form setting conditional logic after the Legal Pipeline was selected.

3. Designed a workflow, triggered by the creation of a new Legal ticket, to automate key aspects of the process:

• • • • Data Transfer: Automatically pulled relevant Deal data into the ticket to reduce manual input and errors.

      • Naming Convention: Standardized ticket names.

      • Notifications: Sent Slack and Email notifications to relevant channels and stakeholders.

3. Collaboration & Feedback

• Presented the process to Legal, RevOps, and Sales teams.

• Incorporated feedback to refine the workflow (e.g., pre-filling the Ticket Name field to enhance user experience).

4. Final Implementation and user support

• • Customized a dedicated Ticket Record View for the Legal team to streamline their workflow.

  • Documented the process in the company wiki and informed stakeholders via email about the new system and resources.

Key Outcomes

1. 1. Improved communication and collaboration between Sales and Legal teams.

   2. Reduced manual errors through automation and standardized processes.

   3. Enhanced user adoption with familiar and intuitive design.