The Create/Update Opportunity action in workflows allows you to automatically create or update opportunities in a designated pipeline for any contacts added to the flow. This guide will explain how to set up a workflow using this feature and how to leverage custom fields for more tailored automation.
Step 1: Starting or Editing Your Workflow
Whether you're creating a new workflow or editing an existing one, you can easily incorporate the Create/Update Opportunity action.
Every workflow starts with a trigger, followed by a series of actions. It's important to have a clear understanding of triggers and actions before setting up the workflow. You also have the flexibility to add multiple triggers to initiate the same set of actions within one workflow.
Step 2: Configuring Your Workflow Trigger
Choose the trigger(s) for your workflow to initiate the Create/Update Opportunity action. If you're unfamiliar with triggers, don't worry – we offer detailed guides to help you get started.
Pro Tip: You can trigger this action using any Workflow Triggers, or you can leave the workflow trigger-free for manual execution.
Key Pointer: When using multiple triggers, you can set up different forms or events to initiate the same workflow, which is useful for capturing various customer interactions.
Step 3: Setting Up the Create/Update Opportunity Action
Go to Automations > Workflows and either create a new workflow or edit an existing one.
Click the "+" symbol beneath your chosen trigger to add an action.
Under the CRM section, select Create/Update Opportunity or use the search feature for quicker access.
Once selected, the action setup menu will appear.
Customization Options:
Action Name (Optional): Assign a personalized name to this action for easier identification in the workflow builder. This doesn’t affect its functionality but makes workflow management simpler.
Key Pointer: Rename your triggers and actions to keep workflows organized and reduce time spent navigating through complex workflows.Select Pipeline and Stage: Choose the appropriate pipeline and stage where opportunities will be created or updated. Proper setup is crucial for managing expectations and ensuring your CRM data remains accurate. Poor pipeline management can lead to missed opportunities, so it’s important to get this right from the start.
Opportunity Details: Provide the Opportunity Name, Opportunity Source, and Lead Value to fit your business needs. Use custom values by clicking the tag icon next to each field.
Key Pointer: Track lead sources by using merge tags in the Opportunity Source field. This helps identify where leads are coming from and improves reporting accuracy.Opportunity Status: Select the status for the opportunity—whether it's open, won, lost, or abandoned.
Fine-tune with Toggles:
Allow Movement to Previous Stages: If needed, enable the option to move the opportunity to earlier stages in the pipeline.
Allow Duplicate Opportunities: Toggle this on if your process allows the creation of duplicate opportunities.
Important: Don't forget to add relevant tags to contacts based on their form submission or the source they came from. Tags can be helpful for future segmentation, reporting, and marketing campaigns.
Once you're done, click Save at the bottom right corner of the setup menu.
Step 4: Publish Your Workflow
After configuring everything, click Save at the top right of your browser. If you're ready to make the workflow live, make sure the toggle switch next to Save is set to Publish. Use the Test Workflow button to ensure everything is working properly before launching.
Key Point: It’s essential to test the workflow with sample contacts before launching to ensure everything functions as expected.
Example: Managing New Leads from an Appointment Funnel
Scenario: Your business wants to automatically create an opportunity in the sales pipeline whenever a new lead is captured via an appointment scheduling funnel. This ensures each potential client is tracked and managed throughout the sales process.
Solution: Use the Create/Update Opportunity action.
Trigger: When a new lead is captured via the appointment funnel, this triggers the workflow.
Action 1: Create a new opportunity in the sales pipeline.
Steps to Implement:
Add the Create Opportunity action to your workflow, triggered by the new lead.
Set the Action Name to "Create Opportunity."
Choose the relevant sales pipeline (e.g., "Promotion Pipeline").
Select the initial stage (e.g., "New Leads").
Assign a descriptive Opportunity Name, such as "Deal 251 Opportunity."
Define the Opportunity Source (e.g., "Lead from Appointment Funnel").
Optionally, input a Lead Value if you know the potential worth.
Set the Status to "Open."
Adjust additional settings, such as allowing opportunities to move back to previous stages or enabling duplicates.
Outcome: With this automation, every new lead from the appointment funnel will be logged as an opportunity, ensuring no potential clients are missed.
FAQs
1. Can I add multiple triggers to a workflow?
Yes, you can add multiple triggers by selecting "Add Trigger" and linking different forms or events that will initiate the same set of actions.
2. Why should I customize the action names?
Customizing action names helps quickly identify steps in complex workflows, saving time and making management easier.
3. Can I track lead sources with this action?
Yes, you can track where leads come from by using merge tags in the Opportunity Source field.
4. When should I enable the "Allow Duplicate Opportunities" option?
Enable this if you anticipate needing multiple opportunities for the same contact, such as for different products or services.
5. Why is testing important before publishing?
Testing ensures that all triggers and actions work as intended, helping to identify potential issues before the workflow goes live.