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Workflow Trigger: Opportunity Status Changed

Discover how the "Opportunity Status Changed" workflow trigger in Stack can automate your processes when an opportunity's status updates. This guide will walk you through its benefits, configuration steps, and practical use cases, ensuring you get the most out of this feature.

What is the Opportunity Status Changed Workflow Trigger?​

The Opportunity Status Changed trigger activates whenever an opportunity's status in your CRM changes, such as moving from "Open" to "Won" or "Lost." This automation can notify team members, update CRM records, or initiate follow-up actions. By using this trigger, you can streamline workflows, reduce manual tasks, and ensure timely communication across your team.

Key Benefits​

  • Automated Notifications: Instantly alert relevant team members about updates to improve internal communication.
  • Improved Workflow Efficiency: Automate routine actions triggered by status changes, reducing the need for manual intervention.
  • Enhanced CRM Data Accuracy: Automatically update CRM records for consistent and up-to-date tracking of opportunities.
  • Customizable Filters: Use filters like "Moved From Status" or "In Pipeline" to create workflows tailored to your business needs.
  • Streamlined Sales Processes: Enable faster transitions between opportunity stages, ensuring timely invoicing, follow-ups, or handoffs.

Configuring the Trigger: A Step-by-Step Process​

Access Workflow Settings​

Navigate to the automation or workflow settings in your CRM. Create a new workflow or select an existing one where you want to implement the "Opportunity Status Changed" trigger.

Add New Trigger​

  1. Click + Add New Trigger.
  2. Select Opportunity Status Changed from the dropdown menu.

Name Your Trigger​

Provide a descriptive name, such as "Opportunity Won Notification."

Configure Filters​

Refine when the trigger activates by setting the following filters:

  • Assigned To: Specify a user or team responsible for the opportunity.
  • Has Tag: Activate the workflow only for opportunities with a specific tag.
  • In Pipeline: Limit the trigger to opportunities in a specific pipeline.
  • Lead Value: Set a minimum or maximum lead value to activate the workflow.
  • Moved From Status: Define the original status before the change.
  • Moved To Status: Specify the new status after the change.
  • Pipeline Stage: Narrow the trigger to a specific stage within a pipeline.

Save and Test​

Save your configuration and test the workflow using sample data to confirm it functions as expected.

Publish the Workflow​

Enable the Publish toggle to activate the workflow and begin automation.

Use Cases​

Sales Milestone Notifications​

Scenario: A sales opportunity moves from "Negotiation" to "Closed Won."

  • Trigger Setup:
    • Trigger: Opportunity Status Changed
    • Filters:
      • Assigned To: John Doe
      • Moved From Status: Negotiation
      • Moved To Status: Closed Won

Outcome: The workflow sends a congratulatory email to the salesperson, notifies the finance team to initiate invoicing, and updates the CRM with the closed status.

Lost Opportunity Follow-Up​

Scenario: An opportunity moves from "Open" to "Lost."

  • Trigger Setup:
    • Trigger: Opportunity Status Changed
    • Filters:
      • Has Tag: High Priority
      • Moved To Status: Lost

Outcome: The workflow sends a follow-up email to the prospect, seeking feedback, and notifies the account manager for further evaluation.

Pipeline Transition Alerts​

Scenario: An opportunity moves to the "In Review" stage in the "Enterprise Deals" pipeline.

  • Trigger Setup:
    • Trigger: Opportunity Status Changed
    • Filters:
      • In Pipeline: Enterprise Deals
      • Pipeline Stage: In Review

Outcome: The workflow notifies the sales manager and assigns a task to the review team to assess the opportunity.

Lead Requalification Workflow​

Scenario: A dormant lead is re-engaged and moves from "Lost" to "Reopened."

  • Trigger Setup:
    • Trigger: Opportunity Status Changed
    • Filters:
      • Moved From Status: Lost
      • Moved To Status: Reopened

Outcome: The workflow assigns the lead to a salesperson and updates their priority status.

Marketing Campaign Success Tracking​

Scenario: Opportunities in a specific campaign move from "Open" to "Closed Won."

  • Trigger Setup:
    • Trigger: Opportunity Status Changed
    • Filters:
      • Has Tag: Campaign-X
      • Moved To Status: Closed Won

Outcome: The workflow generates a report on campaign performance and notifies the marketing team.

Frequently Asked Questions​

Can I use multiple filters for the same trigger?

Yes, you can combine filters like "Has Tag" and "In Pipeline" to create precise workflows that activate only under specific conditions.

What happens if the opportunity status changes multiple times in quick succession?

The trigger activates each time the status changes, so it’s essential to use conditions or cooldown periods in workflows to avoid redundant actions.

Can I trigger actions across multiple pipelines?

Yes, you can set up separate workflows for different pipelines or use filters to apply the trigger to specific pipelines as needed.

How do I handle opportunities with no tags?

Use the "Doesn’t Have Tag" filter to target opportunities without specific tags, ensuring workflows activate only for untagged opportunities.

Is it possible to track why an opportunity was lost?

Yes, use the "Lost Reason" filter to identify why an opportunity was lost and trigger workflows to address those reasons, such as sending feedback surveys or updating lead profiles.