Workflow Question: Getting Task Due Date to Sync with Next Step Date

[rcsantos]

Hi all! This is my first post here, so please let me know if there’s a more suitable board for this question. Our company is new to HubSpot, and while I have experience creating workflows and cadences in a marketing capacity, I’m less familiar with setting up workflows for sales.

My Goal: We want to automate the process of summarizing the morning deals pipeline review for our sales team. The idea is to trigger a workflow for deals when the “next step” or “next step date” is updated within the last day and the “next step owner” is known.

The workflow should create a task that mirrors the text in the “next step” box and assigns it to the corresponding “next step owner.” Ultimately, we aim to generate task emails for each team member, so they know what they’re supposed to do without manually looking at the pipeline.

Context: Our sales team meets every morning to review our deals pipeline. We use a custom property called “next step date,” which is a date-picker field. During the meeting, we update deals with new next steps, move the next step’s date, etc., for deals with their next step date set as today.

Issues:

While creating the workflow, I noticed that the only two options presented for task creation are to have the task due immediately or at a pre-determined date (e.g., “three days from now”).

This creates inconsistencies with our custom “next step date” property. For example, if I were to run this workflow as is, it might create a task that’s due immediately when it really needs to be accomplished in two days. However, there might be another task that’s due in one day, or a follow-up on a deal that doesn’t need to be completed for several weeks. So, we can’t use that one-size-fits-all approach that HubSpot seems to offer for task due dates.

Here’s the first few steps of our workflow at a glance…

And here’s a look at step 1, which is where I’m encountering the “issue”.

Question: Is there a way to get the “next step date” field to map onto the task due date field? Thanks in advance for any guidance or insights that you can provide!

[franksteiner79]

Hi @rcsantos

First of all, congrats on having written the perfect Community question - details, context, screenshots - I am loving it!

As far as I know those “setting the task due date” options are limited, I found this Ideas post on the Community which had some traction but is 2 years old. Maybe upvote it and link to your post here.

In that post someone actually suggested a workaround - "use Delay until a date in your workflow and set that delay to the “date property”. It works in that users context, but not sure it is a good fit for you.

Frank

[rcsantos]

Hi, @franksteiner79! Thank you so much for your compliments. I wanted to make sure I provided as much context as possible for my question considering how specific it was.

I’d like to revisit my question and share the solution I arrived at, even though it might seem a bit convoluted. To navigate around the constraint of task due-dates, I devised a tree structure with three branches. The initial branch activates when a deal is up for review within three days.

This creates inconsistencies with our custom “next step date” property. For example, if I were to run this workflow as is, it might create a task that’s due immediately when it really needs to be accomplished in two days. However, there might be another task that’s due in one day, or a follow-up on a deal that doesn’t need to be completed for several weeks. So, we can’t use that one-size-fits-all approach that HubSpot seems to offer for task due dates.

---

Pulling a quote from my original question above! Considering scenarios where we adjust a deal’s next step date by a day or two during review (which does happen), I established two additional branches: “Next Step = 2 Days from Now” and “Next Step = 1 Day from Now.” These branches only come into play if the previous one hasn’t been triggered. This setup enables me to maneuver around the task due date limitation effectively.

Here’s an image of the workflow and a tl;dr summary below! Thank you again!

Objective: Simplify the way we summarize the morning sales pipeline. This will ensure that each team member knows their daily ‘to-dos’.

How it Works: The workflow will be triggered for deals when the “next step date” is exactly three days away from our sales standup where it will be reviewed, and we know who the “next step owner” is. This generates a task with a three-day lead time before it’s discussed in the upcoming standup meeting. Tasks can be accessed in the Sales hub dropdown menu.

Workflow Actions:

• Generates a task based on the info in the “next step” box.
• Assigns the task to the right person (“next step owner”).
• Sends an email with info about the Next Step, the Deal it’s for, and when it’ll be reviewed.
• Reminder if tasks not completed within a day.

[MiaSrebrnjak]

This is indeed an exemplary Community thread!

Thank you both for your responses!

Mia, Community team

[nma2242]

Glad you were able to find a solution that worked for you!

I found this thread while attempting to do something similiar - when a meeting is booked with the meeting scheduler and associated to one of our deals, we want to: Create a task for the deal owner to send their followup email template post call, and also set that task due date to the date and time the call is scheduled for.

I ran into the same issue as you with the limited due date options in the Create Task action step, and this was my solution. I’d like to share in case it helps anyone else like me landing here in the future.

I used a deal based workflow to check if a deal’s Next Meeting Start Time property is more than 0 days from now (any time in the future), and if so, create the task immediately and assign to the Deal Owner. There are no personalization tokens in the Task Title.

I also created a Task based workflow that filters by Task Title for the exact title I set in the aforementioned deal workflow AND filters by Task Completed at is Unknown. If enrolled, I then used an Edit Record action to reassign the Task Due Date Property to a data variable, selecting the associated deal’s Next Meeting Start Time property.

Hope this helps. I’m a hubspot beginner and if anyone can think of an issue with my solution/other suggestions I’d love to hear the feedback. And like others mentioned, this was a great post!

[Thomas_Lambert]

Here is what you could (with an example of renewal tasks) :

Example :

• Today : 14 octobre 2025
• Start date : 1 November 2025
• Renewal date : 31 October 2026
• Formula field : (Renewal - start date)

Task 1 : due date should be 10 days before renewal
Task 2 : due date should be 3 days before renewal

Workflow 1

Trigger : Renewal date known & (Renewal - start date) = 375 days
=> task creation with due date in 365 days

Workflow 2

Trigger : Renewal date known & (Renewal - start date) = 368 days
=> task creation with due date in 365 days