Automatic task for idle deals

Smart CRM & Sales Hub CRM
1

Hi!

I want to create a workflow adding a task to the deal owner after 4 days passed since last Deal Activity so after last deal stage change. I have a lot of deals with outdated deal stages and I want to help our sales team keep track of their deals.
I was not able to set a trigger - 4 days after last deal stage change OR find a filter criteria - last deal activity 4 days ago.

Any help?

2

Hi @KubaNowakowski,

You could filter for “Last activity date is more than 4 days ago AND Next activity date is unknown” – would that work?

Best regards

3

yeah but then any note, email, chat etc. associated with this deal will be taken into consideration as Last Activity correct? I see many dals with activity saying “customer signe dthe deal” but the the deal stage is not an equivalent to that part of the process. Gotta let the sales know to updated these deals as well. Or maybe I am not correct about the Last Activity?

4

Hi @KubaNowakowski,

You’re correct – my follow-up question would then be: what exactly qualifies as inactivity for you? Which type of inactivity would you want to create a task for? If it’s different by deal stage, can you elaborate what the differences are?

5

So basically the idea was - this deal changed the stage OR was created 4 days ago = HS creates a task for the sales rep to update this deal. Sales tend to forget to updte the deal stages. SO it’s not really about tracking activity but rrather have the sales check on their deal records in HS. OR maybe I just should do it manually and stick to tasks associated with contacts? What would you recommend?

6

Hi @KubaNowakowski,

I don’t have the context of your industry but four days maximum per stage seems a bit aggressive.

But yes, you could approach this follows:

  1. Create a deal date property ‘Last deal stage change date’, use a workflow to set the current date in that property whenever the deal stage changes
  2. Create a deal-based workflow that re-enrolls deals when this date is known AND when it’s more than 4 days ago, then create the task

The risk I see is that someone who forgot to look into the deal will also tend to ignore a task.

Have you discussed with your sales team how they’d like to be reminded about overdue deals?

Best regards!

7

This could work, thank you and I agree, talking with sales first is actually a better idea. We have regular meeting on operations so addin that point to the agenda is easy. Thanks for the help as always!