topic Re: Random stage movement in Tips, Tricks & Best Practices

Why does deal stage change automatically in HubSpot after tasks or notes?

MTraczyk — Mon, 23 Mar 2026 12:50:48 GMT

Hi, a few sales reps have noticed that by adding a note or completing a task they created themselves, the deal stage changes automatically. This should never happen, as the workflow is configured to change the stage only when auto‑assigned workflow tasks are completed.

Each deal stage has a dedicated workflow configured this way:

I know it is not happenning always and in all of the deals, but we have check and confirmed it did in a few, so now I need help to understand what is going on 🙂

Any advice?

Milena

Re: Random stage movement

karstenkoehler — Thu, 19 Mar 2026 12:01:24 GMT

Hi @MTraczyk,

It doesn't look like this workflow is responsible for the erratic deal stage changes.

Have you checked which user or automation made the change to the deal stage? https://knowledge.hubspot.com/records/view-record-property-history#view-historical-values-of-a-property-on-a-record

This should point you to whatever is causing the changes. You can then fix it or talk to the responsible user.

Best regards

Re: Random stage movement

MTraczyk — Fri, 20 Mar 2026 08:00:06 GMT

Hi, I have check details in a deal I am sure this happened and went to the 16th March, but I am not sure which of those logs can point to the problem:

and below enrolment history for this stage, I needed to hide deal names, but for sure there was no name of the deal you see deatils above:

and yet it has moved to BAFO the same date the deal owner added a note:

..I hope I have shown it all 🙂

Milena

Re: Random stage movement

karstenkoehler — Fri, 20 Mar 2026 08:00:33 GMT

@MTraczyk can you share the screenshot not for the entire history, just via the Details link click on the stage property itself, see here? https://knowledge.hubspot.com/records/view-record-property-history#view-historical-values-of-a-property-on-a-record

Re: Random stage movement

MTraczyk — Fri, 20 Mar 2026 08:09:44 GMT

Hi, I do not have an option to click Details next to the deal stage in the left sidebar as in the link:

So above I have showned details that pop up after I click this button:

I am still missing something?

Re: Random stage movement

MTraczyk — Fri, 20 Mar 2026 08:11:16 GMT

I found the stage details, so it was workflow..

Re: Random stage movement

karstenkoehler — Fri, 20 Mar 2026 08:13:29 GMT

@MTraczyk perfect, there you go 🙂 not random then, and we have the workflow that needs to be adjusted.

Re: Random stage movement

MTraczyk — Fri, 20 Mar 2026 08:37:54 GMT

cool😁 I have shared the workflow screen shots above, what might be the issue in its structure?

Re: Random stage movement

MTraczyk — Fri, 20 Mar 2026 08:41:18 GMT

here exact workflow for this stage:

Re: Random stage movement

MTraczyk — Fri, 20 Mar 2026 09:05:16 GMT

@karstenkoehler do you see any bug? 🙂

Re: Random stage movement

karstenkoehler — Fri, 20 Mar 2026 09:08:09 GMT

@MTraczyk it's a bit hard to say without know what that workflow is supposed to do and what your sales process looks like - but the actions after the branch in your last screenshot are updating the deal stage, yes. Whatever is happening here, you would have to cross-check why the affected deal should not be updated this particular way.

Re: Random stage movement

MTraczyk — Fri, 20 Mar 2026 09:40:00 GMT

1. The workflow changes the deal stage upon completion of a task — in this case, Task 2.
2. Sales reps can add notes, emails, and tasks to a deal, but only completing a workflow-generated task should trigger the stage change.

3. ..Why, then, did the deal stage change even though the event criteria were not met? The only action that occurred was that the sales rep added a note..

Re: Random stage movement

karstenkoehler — Fri, 20 Mar 2026 09:44:45 GMT

@MTraczyk what exactly are the criteria / details of action 3?

Have you checked the workflow actions log for the affected deal? https://knowledge.hubspot.com/workflows/review-a-records-workflow-paths-and-actions