WriteBacks: HubSpot updates from agents

Every agent turns its result into proposed HubSpot updates, called WriteBacks. They wait on the WriteBacks page (and on the run's report) until an owner or admin approves and applies them, or rejects them. Nothing is written to HubSpot until a person approves and applies it, unless an admin turned on automatic HubSpot updates for that agent.

Owners and admins open WriteBacks, or the run's report. Each card shows the record, the proposed change (the note or task text, or the field's current value and the new value) and why the agent proposes it. Click Approve & apply to HubSpot: a confirmation lists exactly what will change (for example "Set Next step from (empty) to …"), and confirming approves the change and writes it to HubSpot in one step. While it is written the card says "Applying to HubSpot…", then "Applied". Click Reject to discard a proposal instead; a rejected proposal cannot be applied later, so run the agent again for a new one. Members can see proposals but cannot approve them ("Only workspace admins can approve and apply or reject changes. Ask a workspace admin."). Approving and applying one change from a run you started yourself also makes that agent schedulable, and the page then says "Schedules unlocked for" the agent with a link to Schedules.

The numbers at the top of WriteBacks count all of this workspace's proposals, not only the ones loaded on the page: total, awaiting review (not decided yet), approved, applied and rejected, plus failed when something failed to apply. Approved counts everything a person approved: changes still waiting to be applied, changes already applied and changes that failed on apply, so approved is always at least applied. Applied means the change is in HubSpot. The list is grouped the same way: Proposed (awaiting review), Approved, not applied yet, Applied, Failed and Rejected; the list loads 25 at a time (Load more), the counters do not change with it.

A task an agent creates is due by its priority: high in 1 day, medium in 3 days, low in 7 days, counted from the run. Same-day tasks, such as Ticket Categorization's "Escalate ticket" task for urgent tickets, are due 4 hours after the run. If you approve a task later, after its due date has passed, it is created due 4 hours from when it is applied, so it never lands in HubSpot already overdue. The card shows the due date it would get if applied now.

Only workspace owners and admins can approve, reject, apply, retry or undo WriteBacks and turn on automatic HubSpot updates. Members can see proposals and reports but cannot approve them; ask an admin to review, or ask the owner to make you an admin in Team.

Agents use five kinds of updates:

• A note on the analysed record with the summary, key findings and a link to the Alignify report.
• A task for the record's owner with the recommended next action.
• Alignify fields: properties named alignify_… (for example alignify_risk_score) in an "Alignify" property group, created in your portal the first time they are needed, plus the last-analysis date, the report link and the agent name.
• A standard HubSpot field, for example Next step, Closed lost reason, Lead Status or ticket Priority; the card shows the old and new value.
• A link between two records, for example a ticket and its company.

Each agent's article lists exactly which of these it proposes.

Agents store their scores and labels in HubSpot properties whose names start with alignify_ (for example alignify_deal_score, alignify_risk_level, alignify_icp_fit), grouped under "Alignify" on deals, contacts, companies and tickets. Alignify creates each one the first time an approved update needs it, plus alignify_last_analysis_at, alignify_report_url and alignify_last_agent on every analysed record. You can use them in HubSpot views, lists, reports and workflows. Alignify never renames or deletes your own properties and never deletes its alignify_ properties; removing them is your choice in HubSpot.

Owners and admins can let an agent's updates apply without review: open WriteBacks → Automatic HubSpot updates and turn the switch on for that agent. The switch becomes available after you approved at least one of that agent's proposed changes. When on, its notes, tasks and Alignify fields from later runs apply automatically; standard HubSpot fields and record links still wait for review. Switch it off any time. Deal Template Analysis has its own Automatic updates page (from its agent page): map the score and risk to HubSpot properties, run a first preview, and turn automatic updates on once one of its changes was approved in WriteBacks (the page shows "Approved in Writebacks" or "Waiting for your approval" with Check again). Custom agents have their own switch in the builder's Update HubSpot section.

Alignify never deletes HubSpot records, never sends emails or messages to your contacts, and never changes deal amount, stage, close date, pipeline, record owner or lifecycle stage. Standard HubSpot fields and record links always wait for a person's approval unless an admin opted that exact field in. "Only if empty" fields such as Closed won reason are not proposed when a rep already filled them in. A change that needs a HubSpot permission the connection lacks never applies automatically.

For an applied field update, open it in WriteBacks and click Undo in HubSpot. Alignify puts back the values the update replaced. Undo is refused if someone edited that field in HubSpot since, so it never overwrites newer work. Notes and tasks cannot be undone from Alignify; delete them in HubSpot if needed. Changes applied before undo existed show that undo is not available.

Approve & apply to HubSpot writes the change in the background, usually within seconds ("Applying to HubSpot…"). Check the WriteBack's status in WriteBacks: Applied means it is in HubSpot; "Approved, not applied yet" means it was approved but not written (for example approved before the one-click button existed): click Apply to HubSpot on it; "Failed — reason" says why HubSpot refused it and offers Retry apply. In HubSpot, refresh the record: notes and tasks appear on the record's timeline and tasks list; alignify_ fields are in the "Alignify" property group, so add them to the record view if you do not see them. Make sure you look at the same HubSpot portal and record.

Reject its waiting proposals in WriteBacks, and switch it off under WriteBacks → Automatic HubSpot updates so nothing applies without review. Pause or delete its schedules on Schedules. If a wrong value was written, use Undo in HubSpot on that field update; delete unwanted notes or tasks in HubSpot. Disconnecting HubSpot on Integrations stops all reads and writes at once.

A WriteBack that says "Needs HubSpot permission to …" is for a change your HubSpot connection was not authorised to make (for example ticket updates or creating Alignify properties on a connection made before Alignify asked for that permission). The card names the missing permission in plain words, for example "Needs HubSpot permission to update tickets" (hover it for HubSpot's own scope name). Approve & apply is disabled until an owner or admin reconnects HubSpot (Integrations → Reconnect HubSpot) and accepts the new permission. The run itself was not affected and nothing extra is charged.

This label on a WriteBack means the field already has a value in HubSpot and approving will overwrite it. The card shows the current HubSpot value (Before) and the new value (After). Reject it if the current value is right.

Open WriteBacks: the card says "Failed — " and the reason, for example the record no longer exists in HubSpot (deleted or merged), HubSpot rejected the value (a field or option changed in your portal), HubSpot was busy, or HubSpot refused Alignify's access (reconnect HubSpot). Fix the cause and click Retry apply. A failed WriteBack cannot be rejected; leave it as it is if you no longer want it.

Before proposing, Alignify reads HubSpot and drops updates that would change nothing, values that are not options in your portal, and "only if empty" fields a rep already filled in. Some updates are conditional, for example a mitigation task only for high or critical risk. A change someone rejected is not proposed again for 30 days (see below). Deal Template Analysis proposes nothing when its confidence is below 50%, and its report says so under Analysis notes. Custom agents running on a segment never propose updates. Check the run's report for what was proposed.

No, not for 30 days. When someone rejects a WriteBack, Alignify does not propose the same change for the same HubSpot record again for 30 days: the same field with the same value (or the same risk level or category), the same kind of task, or the same note. A different value, another record, or a change after 30 days is proposed as usual. The run's activity log says how many updates were held back this way.