# Worked example: a filled brief for a fictional company. # Acme Analytics is invented. Numbers, names and IDs are illustrative only. release: CRM foundation v1 portal: Acme Analytics production portal business_owner: Head of Revenue hubspot_admin: RevOps lead integration_owner: Data engineer privacy_owner: Operations director target_launch: after all gates pass first_release_workflows: - id: wf1 statement: A sales rep needs every valid demo request from a new prospect within 15 business minutes, with account context trigger: Successful submission of the demo request form population: Contacts with a business email whose company has no active subscription exclusions: Existing customers, partners, test records. An import does not submit the form, so it cannot meet the trigger; while a batch runs the workflow also excludes that batch's import_batch_id, and the exclusion is removed once the batch is reconciled. Never Record Source, which would drop later requests from the 4,200 imported contacts. owner: Sales rep chosen by rotation, or the existing company owner required_data: [email, company, acme_account_id, active_workspace_count, subscription_status] expected_response: Rep sets lead status to accepted or records a rejection reason failure_path: Contact owner set to the duty rep, routing_status = needs_review must_not_happen: An existing customer enters the new-prospect sequence - id: wf2 statement: An account manager needs current billing and product state on the company before a renewal call trigger: Nightly warehouse sync population: Companies with acme_account_id exclusions: Internal test accounts owner: Account manager required_data: [subscription_status, recurring_revenue_monthly, next_renewal_at, active_workspace_count, first_value_at, product_refreshed_at] expected_response: Values no older than 36 hours failure_path: Companies with stale product_refreshed_at appear in a review view must_not_happen: A failed sync makes an active customer look inactive capability_register: pricing_programme: hub-based seats checked_on: 2026-10-17 checked_where: Order form and Data Model Limits tab items: - outcome: Rotate demo requests among reps feature: Rotate record to owner workflow action requires: Sales Hub Professional, paid Sales seats for each rep confirmed: yes fallback: Duty rep assigns manually - outcome: One record per product workspace feature: Custom objects requires: Enterprise under the standard documentation confirmed: no fallback: Company summaries (active_workspace_count, first_value_at); workspace detail stays in the warehouse; cannot act on single workspaces in HubSpot - outcome: Admin and buyer roles on the same company feature: Custom association labels requires: Professional or Enterprise confirmed: yes fallback: none needed - outcome: Stop reps editing synced billing fields feature: Property view and edit restrictions requires: Enterprise confirmed: no fallback: Register owner per property and change requests to RevOps; the warehouse sync rewrites billing fields nightly, and a weekly view lists billing fields last changed by a user - outcome: Rehearse in a copy of production feature: Standard sandbox requires: Enterprise confirmed: no fallback: Tagged batch of 25 records in production with workflows off - outcome: Undo a bad import or sync feature: Restore CRM changes requires: Starter or above, Super Admin confirmed: yes fallback: Before-state exports after the 14-day window - outcome: Deal source on the pipeline report feature: Deal create attribution report requires: Marketing Hub Enterprise confirmed: no fallback: deal_original_source snapshot property set when the deal is created - outcome: AI enrichment step in routing feature: Credit-consuming data action requires: HubSpot Credits confirmed: deferred fallback: Not in v1; routing uses only synced fields account_settings: time_zone: America/New_York company_currency: USD additional_currencies: [] external_tracking_domains: [www.example.com, app.example.com] standard_sandbox: not entitled company_auto_association: off. Companies are keyed on acme_account_id and two accounts share example.org; contacts get their company from the multi-file import and the warehouse sync subscription_types: Product updates, Newsletter (defined with the privacy owner before the newsletter form or the marketing import) sending_domain: example.com authenticated before the first newsletter send permission_sets: Rep, Account manager, Marketing, RevOps; one allowed and one denied record tested per set super_admins: [RevOps lead, Operations director] seat_map_file: martech-context/hubspot/seat-map.csv integration_credentials: - integration: warehouse reverse ETL credential_type: service key holder: Data engineer api_version: "2026-09" records: contact: One person company: One commercial account, identified by acme_account_id; two companies may share a domain deal: One qualified commercial opportunity (new business or expansion) other_objects: [] kept_outside_hubspot: - entity: Product workspaces and usage events where: Warehouse summaries_synced: [active_workspace_count, first_value_at, product_refreshed_at] identity: contact_key: Email, plus acme_user_id (unique-value property) written by the warehouse sync company_key: acme_account_id (unique-value property); the warehouse sync creates companies through the API, which HubSpot does not deduplicate by domain contact_company_association: From the multi-file import and the warehouse sync (acme_user_id to acme_account_id). A demo-form contact with no company yet is routed as a prospect, and the rep confirms the account before outreach; accepted risk recorded in decisions.md company_summary_rule: subscription_status by precedence active, past_due, trialing, cancel_scheduled, ended, none; next_renewal_at is the next upcoming renewal across active subscriptions custom_object_keys: [] crosswalk_location: Warehouse table crm_crosswalk, updated after every approved merge unresolved_match: RevOps review view; no merge without RevOps approval property_register_file: martech-context/hubspot/property-register.csv stages: lifecycle_settings: set_on_create: lead sync_to_primary_company: on set_on_deal_created: on set_on_deal_won: on set_on_lead_associated: off follow_up_state: Lead status contact property holds acceptance (reps work from contact views; leads object not adopted in v1). routing_status holds routing states only correction_path: Workflow "Lifecycle correction", manual enrolment by RevOps only, clears then sets, writes lifecycle_correction_reason pipelines: - name: New business stages_file: martech-context/hubspot/pipeline-new-business.yaml missing_required_view: View named "New business, required stage properties empty", checked daily during observation, because imports and the API are not documented as blocked import_plan: order: companies first, then contacts with their company key, then the marketing update files: - name: companies.csv object: company mode: create and update identifier: acme_account_id marketing_status: not applicable - name: contacts_legacy.csv plus company_keys.csv object: contact, with company in a multi-file import (common column acme_account_id) mode: contacts create and update by email; companies update existing only, so an unknown key creates no company identifier: email for contacts, acme_account_id for companies marketing_status: non-marketing (4,200 rows; multiple-object imports are always non-marketing) - name: contacts_optouts.csv object: contact mode: update identifier: Record ID marketing_status: unchanged; carries 380 opt-outs and 95 hard bounces from the old email tool, loaded before the marketing update (method verified on the live import pages at run time) - name: contacts_newsletter.csv object: contact mode: update identifier: Record ID marketing_status: marketing (1,100 rows with a recorded newsletter opt-in, none of them opted out or bounced) import_tag_property: import_batch_id before_export: exports/2026-10-20-before/ restore_window: Restore CRM changes for each named import until 14 days after it ran; RevOps lead (Super Admin) runs it workflows_paused: [Demo request routing, New prospect sequence enrolment] rehearsal_cases_file: martech-context/hubspot/import-rehearsal-cases.csv reconciliation: created + updated + rejected equals rows per file; re-importing the same file creates zero records opt_out_check: 380 opted out in the old tool, 380 in HubSpot, 0 of them marketing marketing_contacts: tier: 2000 current: 650 expected_after_import: 1750 next_update_date: 2026-11-01 maximum_cap: 1950 forms: - name: Demo request purpose: demo marketing_switch: off default_lifecycle: lead hidden_fields: [utm_source, utm_medium, utm_campaign, landing_page_path] existing_customer_rule: Contacts whose company has subscription_status active go to the account manager task queue, not rotation - name: Newsletter purpose: newsletter marketing_switch: on marketing_note: With the switch on, any of the 3,100 non-marketing imported contacts who submits becomes marketing. Headroom is 200 under the 1,950 cap, so the count is compared before and after launch and weekly during observation subscription_type: Newsletter default_lifecycle: subscriber hidden_fields: [utm_source, utm_medium, utm_campaign] existing_customer_rule: No lifecycle change; no sales notification integrations: - name: Warehouse to HubSpot companies direction: one-way source to HubSpot match_key: acme_account_id create_if_no_match: true permitted_fields: [acme_account_id, subscription_status, recurring_revenue_monthly, next_renewal_at, active_workspace_count, first_value_at, billing_observed_at, product_refreshed_at] associations: contact to company from acme_user_id membership of acme_account_id blank_input: preserve and flag stale_update: reject when source observed time is older than the stored value failure_queue_owner: Data engineer workflows: - name: Demo request routing serves: wf1 enrol_existing_on_activation: false re_enrolment: on, trigger is a new demo form submission overwrite_existing_owner: false fallback_owner: Duty rep credit_consuming_steps: [] reports: - name: Demo requests to accepted follow-up unit: demo requests (one per valid submission; one contact can make several) request_key: contact Record ID plus form submission timestamp timestamp: Form submission date, account time zone exclusions: test records and example.com internal addresses, same rule as analytics reconciles_to: List of request keys with a demo submission in the period - name: New business pipeline value unit: deals timestamp: Close date reopened_won_rule: a reopened closed-won deal keeps its original close period unless RevOps approves a restatement reconciles_to: Sum of distinct deal amounts by deal Record ID launch_evidence: - Capability register has no unconfirmed first-release item - Rehearsal import reconciled by record, association and file arithmetic; replay created nothing - Opt-outs 380 in source and 380 in HubSpot - Marketing contact count 1,750 against tier 2,000 confirmed after import, and again after the newsletter form went live - Warehouse sync traced one change and a replayed batch created no companies - Routing passed 9 cases with outbound limited to test recipients, including an imported contact submitting the demo form - Dashboard numbers reconcile to record IDs - Three reps completed demo follow-up in the portal observation: length: 30 days, extended while any defect stays open owner: RevOps lead daily: [routing fallback age, warehouse sync failures, unexpected enrolments by import_batch_id, marketing contact count, deals missing required stage properties, report discrepancies] restore_window_closes: 14 days after each import and after the first warehouse sync run change_control: new workflows and properties go through the register and controlled-record tests training_records: example.com addresses with is_test_record = true, excluded from outreach and reports historical_activity: not migrated in v1; reps see email history in the old tool until it is archived recovery: pause_point: Turn off Demo request routing; requests fall to the duty rep view review_queues: [Routing needs review, Unmatched warehouse accounts, Stale product data] evidence: [before-state export, import logs, workflow history, reverse ETL run log] restore: Restore CRM changes filtered to the import, the warehouse sync app or the workflow, inside 14 days open_decisions: - decision: Whether to buy Enterprise for workspace-level records in v2 owner: Head of Revenue blocks: nothing in v1