topic Re: Automating sales pipeline with workflows in 💬 RevOps Discussions

Automating sales pipeline with workflows

EVatsev — Tue, 27 May 2025 10:21:36 GMT

Hello,

I have a pipeline that needs to run automatically. I set up workflows that will move deals from stage to stage based on specific filters (I also copied them all to the deal level so reenrlomnet can work). However, reenrolmnet is (by default) set to run if ANY of the filter criteria is met and that makes a mess for me. The deal is constantly moved between 2 stages.

Considering that all properties I use to automatie the pipeline are also being used in the non-automated pipelines, I added a filter that a deal must be in this specific pipeline so the deals from other pipelines are not moved.

What I need is for reenrolment criteria to be "meet ALL of the criteria" and not any. Is there a way to do this?

If not, what are the other possible solutions?

Re: Automating sales pipeline with workflows

karstenkoehler — Tue, 27 May 2025 10:25:02 GMT

Hi @EVatsev,

Can you please share a screenshot of your enrollment criteria?

Generally, if you want all of them to be met for re-enrollment, you simply must set them up via the AND operator, not the OR operator.

Best regards

Re: Automating sales pipeline with workflows

EVatsev — Tue, 27 May 2025 10:42:34 GMT

Sure, here are the enrolment criteria (I temporarely turned the re-enroll off to stop the workflows from going crazy).

And here is what I get when I turn the re-enroll on:

In both cases, I need both criteria to be consindered becasue I will alsways have the pipeline criteria.

Re: Automating sales pipeline with workflows

karstenkoehler — Tue, 27 May 2025 10:46:42 GMT

@EVatsev for HubSpot to re-enroll a record, they must still meet the enrollment criteria. For example, if re-enrollment ist evaluted because a record has "Sign up phase is equal to any of 7", that alone is not sufficient for re-enrollment. They must still also have "Pipeline is any of TRAVIS | SME Companies". If it's a different pipeline, the record won't enroll.

In other words, if I understand you correctly, what you're trying to achieve is happening out of the box.

If enrollment is still all over the place, there's another reason for it – in that case, please describe exactly how you're testing, what you're expecting to happen, what actually happens.

Re: Automating sales pipeline with workflows

EVatsev — Tue, 27 May 2025 11:16:01 GMT

@karstenkoehler

@karstenkoehler wrote:
@EVatsevfor HubSpot to re-enroll a record, they must still meet the enrollment criteria. For example, if re-enrollment ist evaluted because a record has "Sign up phase is equal to any of 7", that alone is not sufficient for re-enrollment. They must still also have "Pipeline is any of TRAVIS | SME Companies". If it's a different pipeline, the record won't enroll.

this is fine - I need both to be true. But, it only moves when one is met. And, in this case, the pipeline filter will always be met. That's why I need re-enroll to consider both.

The idea of this pipeline is following:

- a user signs up on the website, based on the specific criteria, a deal will be created in the SME pipeline.

- they don't have to complete all steps imediatelly, that's the sign up phase. Unless it is a sign up phase 7, they will stay in the registered stage.

- once sign up stage is 7, they should move to the next stage where we expcet them to make a transaction. So, from now on, sign up phase will always be 7, moving forward, I consider number of transactions and the date of transactions in the criteria.

- if they make a transaction (screenshot with FS year-to-date transactions) they will be moved to the next stage.

- it can also happen that a user signs up, but never completes the registration and by this never has a transaction, in that case they go to inactive. However, it can happen that they decide to complete the process after 2 months, in that case they should go back to the adoption stage (screenshot, sign up phase 7). And that's why I need the re-enroll option.

But what happens is that the workflows are constantly moving deals between adoption and active stage which is not the purpose of re-enroll option. Another things is - all of these properties are updated via the API so transaction number is updated every 15 minutes and this migh trigger the re-enroll criteria. But, that makes the issue for marketing. There are also workflows that will send emails based on the stage to onboard new customers.

Re: Automating sales pipeline with workflows

karstenkoehler — Tue, 27 May 2025 11:19:46 GMT

@EVatsev wrote:

I need both to be true. But, it only moves when one is met. And, in this case, the pipeline filter will always be met. That's why I need re-enroll to consider both.

If the record re-enrolls despite not all enrollment criteria being met, that would be a bug. I find that very unlikely but it's of course not impossible – in which case I would recommend flagging it with HubSpot support. It is expected behavior that a record will only re-enroll if the re-enrollment trigger is fulfilled and if the enrollment criteria are still met.

Before I look into the rest of your message, I'd recommend that this part is addressed first, as it is really affecting the rest.

Re: Automating sales pipeline with workflows

indiracatmedia — Tue, 27 May 2025 13:40:58 GMT

Hey @EVatsev!

I would not include the pipeline criteria in the re-enrolment, as this is already declared in the enrollment, which triggers the re-enrolment.

Also, you are right; If the property transaction number is updated via API every 15 minutes, re-enrolment will be triggered.

You could use a separate workflow, maybe a scheduled workflow depending on your subscription, for your 're-enrollment scenario' and use the action Go to workflow to trigger the original workflow. That way, you can be more specific on your criteria, without relying on the re-enrolment trigger. Of course, then comes the question, of how frequently your re-enrolment scenario happens per record. I'd test and monitor closely.

I hope this helps.

Cheers,

Indira