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Workflow Trigger: Pipeline Stage Changed

Efficiently tracking and managing opportunities is crucial for maintaining a smooth sales process. The Pipeline Stage Changed Workflow Trigger in Stack automates actions whenever an opportunity moves from one stage to another. This ensures timely follow-ups, notifications, and updates. Let's explore how this trigger works, its benefits, and how you can set it up for optimal pipeline management.

Table of Contents​

What is the Pipeline Stage Changed Workflow Trigger?​

The Pipeline Stage Changed Workflow Trigger is activated when an opportunity transitions between stages within a sales pipeline. This trigger helps automate workflows based on these transitions, ensuring no lead is overlooked. Users can define actions that occur when an opportunity progresses, regresses, or is reassigned to a new stage.

Key Benefits​

  • Automates Follow-Ups: Prompts timely notifications with each stage change, keeping sales reps actively engaged with prospects.
  • Reduces Manual Work: Eliminates the need for manual tracking, allowing more time for strategic sales activities.
  • Enhances Pipeline Visibility: Offers real-time insights into opportunity progress, aiding better forecasting and decision-making.
  • Customizable Filtering: Set up workflows based on specific conditions like pipeline, stage, assigned user, or lead value.
  • Improves Response Time: Automates outreach and communication, ensuring quick action at crucial sales stages.

Configuring the Workflow Trigger​

Access Workflow Builder​

Navigate to Automation > Workflows in your Stack dashboard. Click Create New Workflow or edit an existing one.

Choosing the Workflow Trigger​

Click + Add New Trigger and search for Pipeline Stage Changed in the list. Select it as your trigger.

Naming Your Trigger​

Provide a clear and descriptive name for your workflow trigger. This helps you quickly identify its purpose when managing multiple workflows.

Setting Up Filters​

Filters allow you to control when and how a workflow is triggered by setting specific conditions. Instead of triggering the workflow for every opportunity change, filters enable you to target the most relevant ones for your business. Customize your automation with these filters:

  • Assigned To Filter: Triggers workflows based on the user assigned to an opportunity, directing follow-ups or notifying team members.

  • Has Tag Filter: Activates workflows when an opportunity contains a specific tag, useful for segmenting opportunities and automating targeted actions.

    Example: If an opportunity is tagged as "High Priority," the workflow activates when it moves to the next stage.

  • In Pipeline Filter: Limits the trigger to a specific pipeline, ensuring automation only for relevant opportunities.

    Example: The workflow activates only within the "Enterprise Sales" pipeline.

  • Lead Value Filter: Triggers workflows based on the monetary value of an opportunity, ensuring high-value deals receive appropriate follow-ups.

    Example: Notify the sales manager if an opportunity's value exceeds $10,000.

  • Lost Reason Filter: Activates workflows when an opportunity is marked as Lost with a specific reason, aiding in tracking and strategizing recovery.

    Example: Send a follow-up email offering a flexible pricing plan if the lost reason is "Budget Constraints."

  • Pipeline Stage Filter: Triggers workflows when an opportunity moves to a specific stage, automating actions based on stage transitions.

    Example: Notify the finance team when an opportunity moves from "Negotiation" to "Closed Won."

  • Status Filter: Triggers workflows based on the current status of an opportunity, such as Open, Won, Lost, or Abandoned.

    Example: Trigger a welcome email sequence if an opportunity is marked as "Won."

Defining Workflow Actions​

Once the trigger is set, define the actions that should follow when an opportunity changes stages:

  • Send a Notification: Notify the assigned sales rep about the stage change.
  • Update Opportunity Details: Modify fields like status, priority, or tags automatically.
  • Create a Follow-Up Task: Assign a task to the sales team to reach out to the prospect.
  • Trigger Another Workflow: Activate additional workflows based on opportunity progression.
  • Send an Email to the Contact: Automate customer communication based on pipeline movement.

Saving and Publishing the Workflow​

After configuring filters and actions, click Save Trigger to apply changes. Ensure all necessary workflow steps are in place, then click Publish to activate automation. Test the workflow by manually moving an opportunity through stages to confirm expected behavior.

Frequently Asked Questions​

Q1: What happens if an opportunity is moved manually?
If an opportunity is manually moved to another stage, the workflow still triggers, provided it meets the configured filter conditions.

Q2: Can I use multiple filters within the same workflow?
Yes, you can combine multiple filters to create highly specific automation rules, such as triggering actions only when an opportunity in a particular pipeline and stage is assigned to a specific user.

Q3: How does this trigger interact with other opportunity-based triggers?
The Pipeline Stage Changed trigger is independent of other triggers like Opportunity Status Changed or Opportunity Created. You can configure workflows using multiple triggers to cover different automation needs.

Q4: What if an opportunity moves back to a previous stage?
If an opportunity regresses to a prior stage, the workflow will trigger again, provided the conditions match.

Q5: Can I track historical stage movements using this trigger?
No, this trigger only activates upon real-time stage transitions. However, you can review historical changes in the opportunity’s activity log.