Updating a Pipeline Stage Using Workflow Rules

Use workflow rules in BoldSales to automatically update pipeline stages when inbound or outbound emails meet specific criteria. You can configure instant or delayed actions to move the pipeline stage based on sender details, subject keywords, attachments, body content, or email type.
This article explains how you can create a workflow rule, set triggers, add conditions, and configure the actions to update the pipeline stages.

Use cases

Automatically update stage when you receive an email from certain recipients

Set up a rule to update a pipeline record’s stage when an email is sent to a specific recipient who is associated with the record. This saves time and keeps everything within the right context for easier follow-up.

Automatically update stage when an email contains related records attached.

When you send or receive an email that has attachments, for example when the email contains reference files that are crucial to the progress of the record, set up a rule to automatically update the stage of the records based on attachment name.

Steps to create a workflow rule

Access workflow rules

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. The Set Triggers & Conditions tab opens.

Set triggers

1. Select the Trigger module.
2. Select Inbound email or Outbound email as the trigger type.

Emails is the only supported module for automatic stage updates.

Add conditions (Optional)

By defining conditions, you control when the workflow updates a pipeline stage based on email details.

Conditions are optional, when added, the workflow runs only when both the email trigger and all the specified conditions are met.

To add conditions:

1. Click Add Condition.
2. Select a field such as Sender, Recipient, CC, Subject, Body, Has Attachment, Attachment name, or Type and define the criteria.
3. Click Add condition to add another condition. You can define up to a maximum of 10 conditions.
4. Choose whether all/any specified conditions must be met.
5. Click Next to define the actions.

Supported conditions

Update the stage based on the sender

Use this condition to change the pipeline stage when an email arrives from a specific sender. This helps you identify messages from important contacts.

Update the stage based on the recipient

Use this condition to change the pipeline stage when an email matches a recipient address or domain. This helps you track communication sent to target addresses.

Update the stage based on CC

Use this condition to change the pipeline stage when the CC field contains a specific email address or domain. This helps you detect when additional stakeholders are included in the communication.

Update the stage using subject keywords

Use this condition to change the pipeline stage when the email subject contains a specific keyword. This helps you detect terms that indicate progress.

Update the stage based on email body content

Use this condition to change the pipeline stage when the email body includes certain text. This helps you identify messages with important statements.

Update the stage when an attachment exists

Use this condition to change the pipeline stage when an email includes an attachment. This helps you track emails with documents that require review.

Update the stage based on the attachment name

Use this condition to change the pipeline stage when the attachment name contains a specific keyword. This helps you identify documents such as quotes or invoices.

Update the stage based on the email type

Use this condition to change the pipeline stage depending on whether the email is a new message or a reply. This helps you manage new conversations or follow-up communication.

For more information about setting triggers and adding conditions, visit Understanding triggers and conditions

Define actions

Instant actions:

1. Click the Select action dropdown under Instant Actions.
2. Select Update pipeline stage.
3. Select the pipeline.
4. Set the stage transition by choosing the stage to move from and the stage to move to.

The image below shows how to define the action to automatically update pipeline stage.

Delayed actions:

1. Click Set delay under Delayed Actions.
2. Select the delay between thirty minutes and three hours.
3. Define the update action the same way you configured the instant action.

Instant Actions can be converted to Delayed Actions and vice versa,

1. Click the three dots at the top-right of the instant action, click Set delay, and set the delay period (30 minutes to 3 hours). The action is converted and listed under Delayed Actions.
2. Click the three dots at the top-right of the delayed action and click Convert to instant action. The action is immediately converted and listed under Instant Actions.

Save the workflow

1. Review all the triggers, conditions (if added), and actions.
2. Click to save and activate the workflow rule.

When Pipeline Rules are configured for the respective pipeline, (either Stage Transition Rules or Stage-Based Association Rules), automatic stage updates will not happen unless the configured pipeline rules are met. Therefore, Pipeline Rules overrides Workflow Rules.
For more details, refer to Introduction to pipeline rules

Frequently asked questions (FAQs)

Can a workflow update multiple pipelines?

Yes. You can configure different actions to update stages in different pipelines in a single workflow rule.

What happens if a pipeline stage used in the workflow is removed?

The workflow becomes invalid until you update the stage settings.