Workflow and field mapping
- Enquiry
- Find or create contact
- Create enquiry task
- Associate the contact
Track contact updates, task creation and association as separate completion states.
| Field | Purpose or destination |
|---|---|
| contact_key | Key used to resolve the customer |
| request_id | Maps each enquiry to its task ID |
| owner_id / due_at | Approved owner and due timestamp |
Separate a person from an enquiry
One person can submit two legitimate enquiries. Keep a contact key for the customer and a request_id for the individual submission. The example creates a contact record and associates one follow-up task with each enquiry. It does not start a marketing campaign or send sales email. Use practice addresses and a practice owner while building the workflow.
Check the HubSpot connection and permissions
Add a HubSpot CRM module in Make and authorize the connection method available to your account. Identify the permissions needed to read or update contacts and create tasks before requesting administrator approval. Select the intended HubSpot account and record the practice owner's identifier. A successful connection does not establish that every object or association can be written.
Resolve the contact before creating follow-up work
Search by the customer key agreed for your process. Reuse the returned contact ID or store the ID returned by creation. An email address can change, so define how that change will be reconciled. Check no-match output behavior and multiple matches; a separate bundle for each match can accidentally create several tasks. Do not proceed with an ambiguous identity.
Define task fields and a controlled owner
Include the request identifier in a subject such as Reply to brochure request: REQ-2001. Specify the due timestamp and timezone, and map the enquiry category to an approved owner ID. An unknown category should go to a designated reviewer. Do not allow untrusted form text to choose an arbitrary account owner or destination. Keep sensitive message contents out of broad task titles.
Verify the contact association
Creating a task does not automatically prove that it appears on the intended contact. Check whether the selected module supports associations during creation. If a separate association action is needed, pass the stored contact ID and task ID into it and use an association type supported by the integration. Record creation and association as separate completion states for recovery.
Prevent repeat tasks after partial success
Keep task_id against request_id so a repeated delivery can resume rather than create another task. If the contact update succeeds but the task step fails, recover that unfinished part. If task creation succeeds and association fails, reuse the task ID. Deduplicate by enquiry identity rather than the customer alone: a second genuine enquiry from the same person still needs its own follow-up.
Reconcile three acceptance cases
Try a first enquiry, a repeat of that enquiry and a new enquiry from the same person. Expect one contact, no extra task from the repeat and a separate task for the new request. Also check a missing owner, a shifted deadline and a failed association. Estimate HubSpot subscription/API constraints separately from Make searches, writes and retries. These are proposed tests; confirm actual permissions, outputs and usage in your account.
Start a small workflow in Make
Try the required workflow with practice data, then choose a plan around its usage and features. Check current prices, promotions and eligibility in the official signup flow.
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- HubSpot CRM connection and modules — MakeInformation checked: 2026-10-30
- Make pricing — Core at 10,000 monthly creditsInformation checked: 2026-10-28
- Make creditsInformation checked: 2026-10-26
- Make scenario settingsInformation checked: 2026-10-26
