Deal workflow to send email only when moving forward

[Ran-ST]

Hello,

I have workflow automation for a deal pipeline that sends emails when the deal stage changes.

Is it possible to send an email when the stage changes, but only when moving forward?

For example, if the pipeline stages are: order placed, order validated, order pickup, order shipping, order received, order canceled.

• deal created (order placed stage) - send email
• changing to order validated stage - send email
• changing back to order placed stage -  do not send email
• changing to order pickup - send email
• changing to order shipping - send email
• changing to order received - send email

[karstenkoehler]

Hi @Ran-ST,

To make sure that a notification is only sent when a deal is moving forward, you would work with the "has ever been" and "has never been" filter options of the Deal stage, the enrollment criteria could look like this:

Deal stage is "Deal created" AND has never been "Validated", "Pickup", Shipping", "Received"

OR

Deal stage is "Validated" AND has never been "Pickup", "Shipping", "Received"

OR

Deal stage is "Pickup" AND has never been "Shipping", "Received"

OR

Deal stage is "Shipping" AND has never been "Received"

OR

Deal stage is "Received"

Make sure to review your re-enrollment criteria, especially if you want a notification to be sent when a contact enters a Deal stage for the second time, for example.

Keep in mind that if a deal is accidentally moved to "Received" and then back to "Validated", no email notifications would be sent until the deal arrives in "Received" again. I'm not aware of any ways to solve this particular case. It's something that you'd have to keep in mind.

Let me know if you have any follow-up questions! Hope this helps.

[Ran-ST]

Thanks for the reply.

@karstenkoehler  What you suggested will make sure that emails will be sent when moving forward, but only once per stage. Is that correct?

[karstenkoehler · Accepted solution]

Hi @Ran-ST,

That depends on whether you create one workflow per deal stage or one workflow for all deal stages.

If it's one consolidated workflow, you'd have to enable re-enrollment for the "Deal stage is..." part of the enrollment criteria. Notifications would then behave like follows (using numbers instead of stage names for easier readability). Notifications are being sent for bold/underlined stages.

1>2>1>2>3>2>3>4

If you create separate workflows per deal stage, without re-enrollment, notifications would behave as follows:

1>2>1>2>3>2>3>4

Let me know if that makes sense!

[webdew]

Yes @karstenkoehler , I think we have to take that in account as well.

[webdew]

Hi @Ran-ST ,

Try this deal-based workflow: (Quite a big workflow it is, so I am sharing in various screen shots: 
1. https://prnt.sc/1q9vsfa
2. https://prnt.sc/1q9vtr9
3. https://prnt.sc/1q9vuze
4. https://prnt.sc/1q9vvg3

Hope this helps!

If we were able to answer your query, kindly help the community by marking it as a solution.

Thanks and Regards.

[karstenkoehler]

Hi @webdew, could you elaborate how this is taking into account that a notification is only sent when a deal is moving forward? Thanks in advance

[PamCotton]

Hello @Ran-ST, I would recommend adding what stage specifically you would like to send the email, so when you creating your branches in the workflow you can add moving forward only the stages in order. 

@Josh, @Aakar any recommendations to @Ran-ST?

Thank you!

Pam