Adding a Pipeline Record Using Workflow

You can automatically create pipeline records in BoldSales using workflow rules triggered by pipelines or emails. This guide explains how to set up the workflow rule, configure optional conditions, and define the Add pipeline record action.

Adding a pipeline record using a workflow

To add a pipeline record through a workflow

1. Click Setup in the left sidebar menu.
2. In the Setup drawer, navigate to Process Management > Workflow Rules, or Automation > Workflow Rules. Alternatively, use the search bar in the drawer and type Workflow Rules.
   
3. Click button.

Set trigger and conditions

4. Select Pipelines (the specific pipeline) or Emails in the trigger module dropdown.
5. Choose a Trigger type (for example, Record created, Record created/edited, Record edited, Date/time, Inbound email, Outbound email) and configure the occurrence settings. If needed, add conditions to specify when the workflow should run.
6. Clicking or , displays the Define Actions tab.

Note: If you don’t add conditions, the workflow will run whenever the selected trigger occurs.

Define actions

7. In the Instant Actions section, click the dropdown and select Add pipeline record from the menu.
8. Select a specific pipeline from the Pipelines menu.

You can also set a delayed action by following the below steps:

9. In the Delayed Actions section, click Set delay.

10. Specify the delay duration (for example, 0.5 hour), then click Set.

11. Click the dropdown in the Delayed Actions section and select Add pipeline record.

12. Choose the required pipeline from the Pipelines menu.

When the trigger module is a pipeline

If your workflow is triggered by a pipeline module (such as Deals, Renewals, Service Renewals, Upsells), the system allows you to pull values directly from the triggered pipeline.

• Name
  Enter the name or click Insert field and select a placeholder field from Pipeline, Primary Contact, or Company.

  Note: When you click Insert Fields, BoldSales displays a list of available fields. This includes system contact fields, system company fields, and insight fields. For details, see Understanding System Contact Fields, Understanding system company fields, and Insight fields in contacts.

  Recommendation:
  Use the parent record’s name along with the new record type when naming records.
  Example: {{deal.name}} Order.

• Company - Select a company from the dropdown or use Assign triggered record value, which copies the company from the triggered record.

• Contacts - Select a contact from the dropdown or use Assign triggered record value, which copies the contact from the triggered record. To add more than one contact, click Add another contact.

• Stage - Select a specific stage, or use Assign triggered record value, which copies the stage from the triggered record.

Note: The option Assign triggered record value will only be available for Stage when the triggering pipeline matches the pipeline record you create.

• Amount - Enter an amount manually or use Assign triggered record value, which copies the amount from the triggered record.
• Owner - Select a user from the dropdown or use Assign triggered record value, which copies the user from the triggered record.

Add more fields Additional custom or optional fields may appear depending on your pipeline setup.

Associate with triggered record (Optional) Links the new pipeline record to the original pipeline record that triggered the workflow.

13. Click Save to finalize.

The image below shows how to configure pipeline record template when trigger module is Pipelines.

When the trigger module is email

If your workflow is triggered by an email, the available fields shift to email-specific values.

• Name - Enter text or use the Insert email subject option.
• Company - Select the mapped company or use dynamic fields.
• Contacts - Add one or more contacts. To add more than one contact, click Add another contact.
• Stage - Choose the starting stage for the pipeline record.
• Amount - Enter a static value or a dynamic field.
• Owner - Select a user from the dropdown.

Add more fields Additional custom or optional fields may appear depending on your pipeline setup.

Link with conversation (Optional) Check this if you want the new pipeline record to attach to the conversation that triggered the workflow.

14. Click Save to finalize.
    The image below shows how to configure pipeline record template when trigger module is Emails.
    

Complete the workflow

15. Click to activate the workflow.

After activation, the workflow automatically creates a pipeline record whenever the trigger criteria are met. The record is pre-filled based on the template you configured.