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Department of 10 · Setup 1 of 5

Shared data

Three layers

  1. HubSpotSystem of record
  2. DriveApproved docs
  3. PostgresWork queue
HubSpot
Owns customer status, deal stage and owner.
Drive
Holds two approved context docs, followup-playbook v4 and pricing-2026-11. Sales manager owns and reviews both monthly.
Supabase Postgres
Tracks work state, approvals and runs by ID.

What one queue row stores

  • Link · hubspot deal 48213
  • Context · playbook v4
  • State · approved
  • Approved by · rep_c · Nov 4 09:12
  • Run · 0917 · error none

Customer details stay in HubSpot. The row holds a link and status only.

One sample deal, start to finish

Fictitious deal and names for illustration.

  • Where the deal livesHubSpot deal 48213 · Sample Co renewal · stage Proposal sent · owner rep_c · no reply after 3 business days
  • Approved contextfollowup-playbook v4 and pricing-2026-11 in Drive · owner sales manager · reviewed monthly
  • AssignmentPostgres queue item for deal 48213 assigned to rep_c · Grok Bot prepares the draft and next task
  • Approvalrep_c checks facts, tone, pricing and exceptions · approved Nov 4 09:12 · one price line corrected
  • Run traceRun 0917 · error none · final status and note filed back to HubSpot
  1. New
  2. Preparing
  3. Needs review
  4. Approved
  5. Filed

Any item that fails a check moves to Exception for a manager.

Shared data means the right access. People and agents reach only the approved records their job needs, and every important action has an owner and a review trail.

Permissions

  • Reps see approved context and their own accounts.
  • Managers approve templates and exceptions.
  • With row-level security policies configured, each identity reaches only its assigned work.
  • Each item carries the minimum fields the job needs.
  • Agent tools hold only scoped keys.

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