Use Subtasks to Verify and Update CRM Data

Last updated: March 31, 2026

Can I pre-populate subtask answers with data from my CRM?

Not yet — but you can get the same result with a slightly different approach. Rather than pre-filling an answer field, you can display the existing CRM value in the subtask itself and ask the customer to confirm it. If something is wrong, a correction field appears automatically, and when the task is completed, the updated value is written back to your CRM.

The end result is the same: your CRM stays accurate, and customers aren't asked to enter information you already have.

How It Works

The pattern combines three features:

  1. Merge Fields — display the current CRM value in the subtask so the customer can see what's on file

  2. Conditional Logic — ask the customer to confirm it, and only reveal a correction field if they indicate something is wrong

  3. Automations — when the task is completed, map the corrected answer back to the appropriate Salesforce or HubSpot field

Customers who confirm the data is correct move through quickly. Customers who flag an issue get a targeted input to fix it — and your CRM stays clean without any manual follow-up.

Step 1: Surface the CRM Value Using a Merge Field

In your task builder, add a subtask that displays the existing CRM value using a merge field in the subtask name or description. For example:

"Your billing contact on file is: {{Billing Contact}}"

Type a forward slash (/) in any supported text field to access the merge field insertion menu. The value will be pulled from your CRM and rendered automatically when the project is created.

See How to Create & Use Merge Fields for setup details.

Step 2: Ask the Customer to Confirm It

Below the display subtask, add a Yes/No subtask asking the customer to confirm whether the information is correct — for example: "Is this information correct?"

Then add a Text Input subtask to collect the corrected value, and set it to only appear if the answer to the confirmation question is No using conditional logic.

See Use Conditional Logic in Subtasks for setup details.

Customers who answer Yes will never see the correction field. Customers who answer No will be prompted to enter the right value before completing the task.

Step 3: Write the Corrected Value Back to Your CRM

  1. Go to the Automations tab in your Playbook or Project and click + Create.

  2. Set the Trigger to When task completed and select the relevant task.

  3. Click + Add Action and choose Update Salesforce field or Update HubSpot field.

  4. Select the Object to update (e.g., Opportunity, Contact, Account).

  5. Set a reference field to identify the correct CRM record (e.g., by Opportunity Name or Account ID).

  6. Under Map fields to update, map the correction subtask's answer to the appropriate CRM field.

  7. Save the automation.

See Create Project Automations for general automation setup and troubleshooting.

Tips & Troubleshooting

  • Correction field is blank for customers who confirmed? That's expected — the field was hidden and never filled in. If you want to avoid writing a blank value to your CRM, consider using a webhook action for more control, or confirm with your CRM admin how empty field mappings are handled.

  • Need to verify and correct multiple fields? Repeat the pattern for each field using additional subtask pairs, and add multiple actions under the same automation trigger — one per CRM field you want to update.

  • Merge field showing blank? Confirm the source CRM record has the field populated. Merge fields resolve at project creation, so if the field is empty at that point, it will render blank in the subtask.

  • Automation not firing? Confirm your integration is active under Settings › Integrations and that the task name in the trigger matches exactly.