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Creating Opportunity Automation Based on Pipeline Stage Changes

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Forest Myers
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You can schedule automation events to leads based on when an opportunity moves from one pipeline stage to another.

This means that, when automated through a visual workflow, you will not need to manually change a lead field in order to schedule the intended automation events.

This article will detail how to create pipeline stage change automation.


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Opportunity Workflows and the Sales Optimizer

SharpSpring's Sales Optimizer allows sales teams to automate their opportunities, tasks, and actions based on opportunity pipeline stages. The Sales Optimizer allows you to create visual workflows that are based on contacts with opportunities and how leads interact with your content.

However, opportunity workflow features are only available if you have the Sales Optimizer feature enabled. Sales Optimizer actions will be grayed out and inaccessible if you have not enabled the Sales Optimizer.

For more information on enabling the Sales Optimizer feature, refer to Configuring Sales Optimizer Services.


Creating Opportunity Workflows

To create pipeline automation using a visual workflow that is based on when a stage changes, do the following: 

  1. In SharpSpring's top toolbar, click
    Automation > Visual Workflows.
  2. Click Create > Opportunity Workflow.
  3. Enter a name for the workflow.
  4. Click OK.
  


Click to enlarge.


Entering Opportunity Workflow Content

  1. In a created opportunity workflow, click
    + Add > Trigger under Start or an applicable branch.
  2. Under Opportunity, click has the stage.
  3. Enter the name of the desired pipeline in the Pipeline field.
  4. Enter the name of the stage that the opportunity is in originally in the Stage field.
  5. Select either of the following operators from the Comparison menu:

       •   exactly

       •   not equal

    		  
  6. Select either of the following scheduling actions:

       •   Only schedule actions to the
            opportunity's primary contact

       •   Schedule actions to all the contacts
            on the opportunity
  7. Click OK.
  8. Complete the workflow with other triggers, filters, actions, or delays.
  9. Set the workflow toggle to Active.

For more information on actions and how to structure visual workflows, refer to the following help articles:

  

Click to enlarge.
 
Note: The Any stage option means any stage within the selected pipeline.
 
Note: Selecting the Any stage option disables the not equal operator.
 
Note: When the Only schedule... checkbox is selected, the rule will be evaluated only for the primary lead on the opportunity. If the checkbox is not selected, the rule will be evaluated for all leads on the opportunity.
 
Note: When the automation is active, the automation engine will wait a period of 15 minutes before evaluating whether the new stage is different from the previously set stage value.
 


Creating Stage Change Lists

To create pipeline automation using a rules-based list that is based on when a stage changes, do the following:

  1. In SharpSpring's top toolbar, click
    Contacts > Lists.
  2. Create or edit a rules-based list.
  3. In the Triggers and Filters section, click the
    When a contact drop-down menu.
  4. Under Opportunity Actions, select has the stage.
  5. In the Pipeline drop-down menu, select the desired pipeline.
  6. In the Stage drop-down menu, select the desired stage.
  7. Select either of the following operators from the Comparison menu:

       •   exactly

       •   not equal

    		  
  8. Optionally, click the Only schedule actions to the Opportunity's primary contact checkbox.
  9. Click Add Rule.
  10. Complete the list with other triggers and filters.
  11. Click Save Changes.
  


Click to enlarge.
 
Note: The Any stage option means any stage within the selected pipeline.
 
Note: Selecting the Any stage option disables the not equal operator.
 
Note: When the Only schedule... checkbox is selected, the rule will be evaluated only for the primary lead on the opportunity. If the checkbox is not selected, the rule will be evaluated for all leads on the opportunity.
 
Note: When the automation is active, the automation engine will wait a period of 15 minutes before evaluating whether the new stage is different from the previously set stage value. 
 

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