Workflow is not differentiating between old and new quotes associated to the contact

[sonaligoyal]

Problem Statement: A contact has 3 deals associated with it. Each deal has a quote associated with it. Among the 3 quotes, 2 are signed and 1 is unsigned.

Now the scenario is that a new quote for a new deal (which is a 4th deal) has been created for the same contact. We want to enroll that contact in a sequence if he has not signed the quote within 2 days after the quote is sent to that contact.

So considering this, we have created a contact-based workflow in which we have used the trigger criteria as "Quote: Create date is known" and "Esigned date is unknown" and after the trigger, we have added a delay step for 2 days. Once the delay is completed, we have added a branch step to check whether the contact has signed the quote or not. The first branch is for checking whether the quote is not signed (Filter: Esigned date is unknown) and the second branch is for checking whether the quote is signed (Filter: Esigned date is known).

So, if a contact has not signed the 4th quote it will go to the "Quote Not Signed" branch and it will get enrolled into the sequence. and if the 4th quote has been signed, then the workflow will send the contact again to the "Quote Not Signed" branch because the 3rd quote is not signed yet (as it is checking the "Quote Not Signed" branch first). Here, the workflow is not able to differentiate between the new and the old quotes.

If we used "Quote Signed" as the first branch, then the workflow will detect the old signed quotes and shoot the email based on that quote. it will not detect the unsigned recent quote as it is checking only for signed quotes. So, how can I resolve this problem?

Note- We cannot create a deal or a quote-based workflow because we have to enroll associated contact and not the quote/deal to the sequence

[mangelet · Accepted solution]

@sonaligoyal I understand your pain and the problem you're having.

There are two or three ways (i can think of) to solve it.

The best way is to start with a quotes workflow. I know you want to enrol someone in a sequence. That's fine. Your quotes workflow can update a property on the contact. Use this as a signal for a second "contact" workflow. This second workflow will enrol the contact in the sequence. This method is quick and easy.

Another option, if you have Operations Hub, is to create a custom action in your workflow. This action can enrol contacts associated with the quote from the quotes workflow. This is the cleanest more elegant option.

A third option is why your original workflow isn't working. If you're using a contacts workflow, try converting your workflow filters into a list. Make a list of contacts with unsigned quotes that are more than two or three days old, or whatever limit you prefer. Use this trigger in your contact workflow. 

Any of these three methods should work. Let me know which you choose to solve your issue.

[franksteiner79]

Hi @sonaligoyal 

Is there any particular reason why you wouldn't use a quote based workflow?

The quote being your "leading" object, I would build this off the quote. That why you can enrol every new quote, wait a few days for it to be signed, send a reminder if it has not.

Cheers 

Frank

[sonaligoyal1]

Hey @mangelet,

Thank you for the solution. Your first suggestion worked perfectly! 😊

[sonaligoyal]

Hi @franksteiner79,

Thank you for your suggestion! Unfortunately, we cannot create a deal or quote-based workflow in this case because our primary goal is to enroll the associated contact into the sequence, not the deal or quote itself. The sequence is specifically designed to engage the contact, which is why we’ve opted for a contact-based workflow.

If there are any alternate ways to address this while maintaining the contact-based workflow structure, I’d love to hear your thoughts.

Thank you.

[franksteiner79]

Hi @sonaligoyal 

You can still send emails from deal or quote based workflows to associated contacts, you just have to keep in mind that you might have to make use of associaten labels if more than one contact is assigned to a deal.

Frank

[Crystal_Hopper]

Hi @sonaligoyal what about adding a "create date is less than..." filter. 

esigned date is unknown AND quote create date is less than 3 days

That would capture the most recent quote (4th one) and leave the other one alone. Or rather, the 3rd one ideally would have already gone through this workflow and hopefully been taken care of. 

At the end of this Workflow, after another delay and check for signature, if the quote remains unsigned and its create date is now more than 8-10 days (for example), you could send them to another Workflow that tries to get a signature, or creates a Task for someone to review the account and make an appropriate contact attempt.