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Workflow Trigger: Stale Opportunities

The Stale Opportunities workflow trigger in Stack ensures that no opportunity goes unnoticed by automatically identifying and acting on opportunities that have been stagnant for a specific period. This guide will walk you through its definition, benefits, setup process, use cases, and address common questions.

Table of Contents​

What is the Stale Opportunities Trigger?​

The Stale Opportunities trigger is a workflow action that activates when an opportunity has remained in the same stage without progress for a set time. It allows you to take proactive measures to re-engage these stagnant opportunities, ensuring no potential lead is overlooked. For instance, if an opportunity stays in the "Negotiation" stage for 5 days without updates, this trigger can automatically send a follow-up email, notify a manager, or reassign the opportunity to a new team member.

Key Benefits​

  1. Proactive Pipeline Management: Automatically identify and address stalled opportunities, keeping your sales pipeline active.
  2. Increased Response Time: Send automated reminders to sales reps to re-engage with potential customers promptly.
  3. Enhanced Visibility: Notify managers about neglected opportunities, giving them a chance to intervene.
  4. Workflow Customization: Tailor triggers and actions based on pipeline stage and inactivity period, ensuring targeted follow-ups.
  5. Reduced Manual Work: Automate follow-ups, saving valuable time for your team.

How to Set Up the Stale Opportunities Trigger​

  1. Navigate to the Automation section in your CRM and select the Workflows option.
  2. Click + Create Workflow.
  3. Choose Start from scratch.
  4. Click + Add new Trigger and select Stale Opportunities from the list.
  5. Name your trigger for easy identification, e.g., "Stale Opportunity Follow-Up".
  6. Configure Trigger Filters:
    • Duration in Days: Set how long an opportunity can remain stagnant before being marked as stale (e.g., 2 days).
    • In Pipeline: Select the specific pipeline where the trigger will apply (e.g., "Sales Pipeline").
    • Pipeline Stage: Choose the stage where the trigger will be active (e.g., "Negotiation").
  7. Save Trigger: Ensure you click the Save Trigger button after configuring your filters.
  8. Triggered Actions: Set up actions that should follow the trigger, such as sending a reminder email or internal notification.
  9. Save and Test: After setting triggers and actions, click Save. Test your workflow by clicking Test Workflow to ensure it functions as intended.
  10. Activate your workflow: Once satisfied, publish your workflow using the toggle option.

Example Configuration​

  • Workflow Trigger: Stale Opportunities

  • Workflow Trigger Name: Stale Opportunities Follow-Up

  • Filters:

    • Duration in days: 2
    • In pipeline: Sales Pipeline
    • Pipeline stage: Negotiation

  • Action for Stale Opportunity:

    • Email Action Name: Reminder Email to Sales Rep

    • From Name: Your Company

    • From Email: yourcompany@example.com

    • Subject: "Reminder: Stale Opportunity Needs Attention"

    • Email Body:

      Hi `{{opportunity.assigned_user}}`,

      The opportunity "`{{opportunity.name}}`" in the "`{{pipeline.name}}`" pipeline has been inactive for `{{duration}}` days. Please take the necessary actions to move this opportunity forward or update its status.

      Best Regards,
      [Your Company Name]

  • Notification Action Name: Notify Manager

    • Message: "An opportunity in the ‘{{pipeline.name}}’ pipeline has become stale. Opportunity details: {{opportunity.details}}."

Use Cases​

  • Re-engage Stalled Deals: When opportunities in the "Negotiation" stage are idle for more than 5 days, send follow-up emails to reignite discussions.
  • Sales Rep Accountability: Automatically notify a sales rep when one of their opportunities has gone cold, encouraging timely action.
  • Manager Alerts: Notify sales managers about high-value opportunities that have gone stale, allowing them to provide guidance or support.
  • Pipeline Hygiene: Automatically move stale opportunities to a "Review Required" stage, prompting the team to review and decide on next steps.

FAQs​

Q: How do I determine the right "Duration in Days" for a stale opportunity?
A: It depends on your sales cycle. Shorter cycles may need 2-3 days, while longer cycles might require 7-10 days.

Q: Can I apply the "Stale Opportunities" trigger to specific stages within a pipeline?
A: Yes, you can specify a particular pipeline stage in the filter criteria.

Q: How can I avoid false positives where opportunities appear stale but are being worked on?
A: Use custom filters to exclude opportunities with recent updates, such as notes or email replies.

Q: Can the "Stale Opportunities" workflow trigger re-run if the same opportunity becomes stale again?
A: Yes, if the opportunity moves to a new stage or is updated, the trigger will reset and run again if it becomes stale.