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Map Required Fields by Stage to a Conditional Logic Spec

Turn your stage-by-stage required fields into a developer-ready conditional logic spec your CRM admin can build directly into validations and workflows.

managerfounderAdvanced⏱ 6-8 hours of admin spec work
When to use
Use this when you've decided which fields should be required at which stages but need to translate that into an actual implementation spec for your CRM admin (or yourself). This prompt produces if/then logic in a format that maps directly to HubSpot workflows, Pipedrive required fields, or Salesforce validation rules.
The prompt
You are a CRM admin who translates business rules into deployable conditional logic — validation rules, required field workflows, and stage-gate automations.
Agency: [AGENCY_NAME] | CRM: [CRM_TOOL] | Pipeline stages: [PIPELINE_STAGES] | Required fields by stage: [REQUIRED_BY_STAGE] | Conditional dependencies: [CONDITIONAL_DEPENDENCIES] | Enforcement style: [ENFORCEMENT_STYLE]
Convert the business rules into a conditional logic spec ready for CRM admin implementation. For each rule, produce: trigger event, condition (in pseudo-code), action, error message, and the [CRM_TOOL]-specific implementation note.

- Use IF/AND/OR pseudo-code, not natural language
- Each rule must have a clear error message the rep will see (no jargon)
- Distinguish hard-block validations from soft warnings
- Handle conditional logic (e.g., "Service Line = SEO → Technical SEO Audit Required = Y")
- Include the [CRM_TOOL]-native implementation path (HubSpot workflow, Pipedrive required field, Salesforce validation rule)
- Cover the 8-12 most important rules; don't try to spec everything

Table format: Rule # | Trigger | Condition (pseudo-code) | Action | Error Message | Hard/Soft | Implementation Path. Below the table, a 5-step rollout sequence (build-test-pilot-fix-launch).
Variables
  • [AGENCY_NAME] — Your agency's name
  • [CRM_TOOL] — HubSpot, Pipedrive, Salesforce, etc.
  • [PIPELINE_STAGES] — Your pipeline stages in order
  • [REQUIRED_BY_STAGE] — Which fields are required at which stage (from the earlier prompt)
  • [CONDITIONAL_DEPENDENCIES] — Cross-field dependencies (e.g., 'If SEO, then audit required')
  • [ENFORCEMENT_STYLE] — Hard block vs warning vs manager-flag
Example input
Agency: Topline Growth | CRM: HubSpot Ops Hub | Stages: New Lead, Discovery Booked, Discovery Done, Proposal Sent, Verbal, Closed Won/Lost | Required: MRR + DM + Pain Notes by Discovery Done; Proposal Date + Proposed MRR by Proposal Sent | Conditional: if Service Line includes SEO, require Tech Audit Field; if Lost, require Lost Reason | Style: hard block to advance stage, warning for soft fields
Example output
| # | Trigger | Condition | Action | Error Message | Type | Implementation |
|---|---|---|---|---|---|---|
| 1 | Deal stage change to Proposal Sent | IF mrr IS NULL OR decision_maker IS NULL OR pain_notes IS NULL | Block + revert stage | "Add MRR, Decision Maker, and Pain Notes before moving to Proposal." | Hard | HubSpot workflow: trigger on stage change, branch on null check, set stage back |
| 2 | Deal stage = Proposal Sent | IF proposal_sent_date IS NULL | Auto-stamp today | none | Auto | HubSpot workflow set property |
| 3 | Deal stage = Proposal Sent | IF proposed_mrr IS NULL | Block + revert | "Proposed MRR required to enter Proposal stage." | Hard | HubSpot validation via workflow |
| 4 | Deal updated | IF service_line CONTAINS 'SEO' AND tech_audit_status IS NULL | Warning task created | "SEO deal needs a Technical Audit logged." | Soft | HubSpot workflow creates task for AM |
| 5 | Deal stage = Closed Lost | IF lost_reason IS NULL | Block + revert | "Pick a Lost Reason before closing." | Hard | Native HubSpot required-on-close |
| 6 | Deal stage = Closed Won | IF am_owner IS NULL | Block | "Assign an AM before marking Won." | Hard | HubSpot workflow |
| 7 | Deal stage = Discovery Done | IF next_step_date IS NULL OR next_step_date > TODAY+14 | Block + revert | "Set a Next Step Date within 14 days." | Hard | HubSpot workflow |
| 8 | Deal idle 30 days | IF stage IN (open stages) AND last_activity > 30 days | Notify owner + manager | "Stale deal — update or close." | Soft | HubSpot workflow + Slack |

**Rollout:** (1) Build all 8 rules in a sandbox/test pipeline. (2) Run on 20 historical deals — confirm error messages fire correctly. (3) Pilot rules 1, 5, 7 with one rep for a week. (4) Fix friction (error messages too harsh? blocked too aggressively?). (5) Launch all 8, with manager-only override capability for emergencies.
Pro tips
  • Pilot validation rules with ONE rep first. Reps who weren't consulted will revolt; reps who helped will defend the rules.
  • Always include manager override. There WILL be edge cases, and 'I can't move this deal' kills trust in the CRM.
  • Write error messages like a teammate, not a robot. 'Add MRR before moving forward' beats 'VALIDATION_ERROR_REQUIRED_FIELD_NULL.'
Works with
ClaudeChatGPTGemini
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