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Automate End-to-End Workflows For HubSpot, JSM and Confluence

Automating Your Closed-Won → Onboarding → Support → GDPR Workflow

This end-to-end workflow shows how to connect HubSpot, Jira Service Management (JSM) and Confluence using the HubSpot for Jira and HubSpot for Confluence apps. After a Deal closes, you’ll automatically spin up an onboarding ticket, create a customer overview page, surface that customer data on all subsequent support tickets, and keep everything GDPR-compliant when data is deleted.

Prerequisites

  • HubSpot Professional (to build Workflows and use the HubSpot-for-Jira automation feature).

  • Jira Software & Jira Service Management licenses.

  • Confluence license.

  • Installed and configured:

  • A HubSpot API key with permissions to read Deals, Contacts and Companies.

  • Your Jira and Confluence sites connected to HubSpot via the app’s OAuth flow.

Workflow Steps

1. Deal → Closed Won → Create Onboarding Ticket

  1. In HubSpot, build a Workflow that triggers when a Deal’s Stage changes to Closed Won.

  2. Add the “Create Jira issue” action from the HubSpot for Jira automation integration.

  3. Configure the Jira issue template to:

    • Project: Onboarding

    • Issue Type: Task (or your chosen work-item)

    • Summary: Onboard {{deal.name}}

  4. Save and activate the Workflow.

What happens:
As soon as a Deal closes, HubSpot calls the Jira API via the app, creates the onboarding ticket, and pre-populates it with all key deal, contact and company details—no manual copy-&-paste needed.

2. Onboarding Ticket → Confluence Customer Overview Page

  1. On your Jira onboard task, the team clicks “Create Confluence page” (standard Jira → Confluence integration).

  2. From the HubSpot for Confluence macro menu, select “Embed HubSpot objects”, then choose the Deal, Contact and Company modules.

  3. Paste in the {{http://deal.id }}, {{contact.id}} and {{company.id}} tokens (or use the “Insert from Jira issue” feature, if configured).

  4. Publish the Confluence page into your “Customer Overview” space or template.

What happens:
The macro reaches back to HubSpot via the Confluence app, fetches the latest Deal, Contact and Company record snapshots, and renders them live in your page. Your onboarding team or anyone else in Confluence can instantly see customer data without logging into HubSpot.

3. Customer Returns → JSM Ticket with Embedded HubSpot Data

  1. A customer submits a support ticket through your Jira Service Management portal.

  2. The HubSpot for Jira automation rule “On new JSM request” fires:

    • It looks at the requestor’s email.

    • It queries HubSpot for matching Contact or Company records.

    • If found, it uses the “Add comment” or “Link customer info” action to embed the HubSpot record(s) directly into the JSM ticket.

  3. The support agent sees an embedded panel (or sidebar) with the customer’s lifecycle stage, deal history, associated company, and recent interactions.

What happens:
Agents get full context—past deals, open deals, company info—without having to ask Sales or switch systems. It speeds up resolution and creates a better support experience.

4. GDPR-Safe Data Deletion

  1. When you delete a Contact (or Company) in HubSpot to comply with GDPR, the HubSpot APIs send a “deletion”callback to connected apps.

  2. Both the Jira and Confluence apps listen for those callbacks and automatically remove any embedded cards or links referencing the deleted record.

  3. Any historical tickets or pages simply lose the embedded data rather than showing stale or personally identifiable information.

What happens:
You maintain a single source of truth in HubSpot, and automatic downstream clean-up ensures compliance without manual audits.

Key Benefits

  • Zero-Touch Onboarding
    Automatically turns a Closed Won deal into work for your implementation team, populated with all deal and contact details. No hand-off emails or copy/paste required.

  • Live Customer Overview
    Confluence pages always show the freshest HubSpot data, so anyone in your company—from CSMs to execs—can access a unified customer profile in your docs.

  • Faster, Context-Rich Support
    Support agents see deals, contacts and company history embedded in JSM tickets—reducing back-and-forth with sales and accelerating time to resolution.

  • GDPR-Compliant by Default
    When you purge data in HubSpot, it’s automatically removed wherever it’s been surfaced in Jira or Confluence, so you never accidentally expose deleted PII downstream.

Webinar Recording & Resources

You can watch the full session here:

Ready to roll out across your teams? By combining HubSpot Workflows with the HubSpot for Jira/Confluence apps, you turn manual hand-offs into automated, data-driven processes—accelerating onboarding, boosting support efficiency, and staying compliant with minimal effort.