Task creation based on ticket status - how to avoid duplicate tasks

Service Hub Tickets & Conversations
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tiWe have a workflow based on a ticket pipeline and tasks are created based on which ticket status the ticket is moved to, but sometimes the ticket might move back to a status it’s already been in, which triggers the tasks to be recreated even when they’ve been ticked off.

Is there a way to stop this recreation of the tasks? I tried adding ‘has never been x status’ but that negated itself with the current status and went to ‘none met’

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Hi @CMarritt,

If you do not want the task to be recreated, you would disable re-enrollment for this workflow: Add re-enrollment triggers to a workflow

Should there be other workflow actions that should re-run when a ticket moves back in status, then it’s best / easiest to split the workflow in two. One workflow re-enrolls and takes care of actions that should be repeated. Another workflow has re-enrollment disabled, only runs once and create tasks, once.

Let me know if you have any follow-up questions!

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Hi Karsten,

Thanks for your reply, is there any other way to do this without turning off re-enrollment? We have 9 status’ for this pipeline, this would be separating the current workflow into 9 individual WFs as we currently use if/thens depending on the ticket status

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Hi @CMarritt,

All alternatives that I can think of would involve even more additional work, unfortunately. Splitting these workflows is, as far as I can tell, the easiest and fastest solution.

Best regards!

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I know this is an old thread, but it highlights a fundamental limitation in HubSpot workflows. That accepted solution is clever, but managing custom ‘flag’ properties can become very brittle over time.

The core issue is that workflows can’t easily check properties on associated records—like checking if an open task already exists, checking it’s title, etc.

I ran into this exact problem on deal workflows and built a free action to solve it. It makes the task creation idempotent without needing any custom properties.

My app is for deals, not tickets, but it solves the same underlying problem. For anyone who finds this and is tired of the workarounds, here’s a quick demo: https://www.workflowheros.com.