Workflow Action: Create/Update Opportunity

The Create/Update Opportunity Workflow Action allows you to set up a workflow that will automatically create or update an opportunity in a selected pipeline for any contacts that get added to the flow. This article will give an overview of how to create a workflow using the Create/Update Opportunity Workflow Action and includes information on how you can harness the use of custom fields featured in this action.

Step 1: Begin a new workflow or Edit an existing workflow

• Navigate to Automations>Workflows>Create new/edit existing workflow

Step 2: Select Your Workflow Trigger

Configure your workflow trigger(s) to initiate the Create/Update Opportunity Workflow Action. If you're new to triggers, don't worry – we've got you covered. Our detailed articles on trigger setup will guide you through the process.

Pro Tip: You can use any Workflow Triggers to trigger the Create/Update Opportunity Workflow Action or you can leave this workflow without any triggers.

Key Pointer: When setting up multiple triggers, you can add different forms or events as triggers within the same workflow. This is especially useful when you want the same set of actions to be triggered by different customer interactions.

Step 3: Setting up the Create/Update Opportunity Action

• Click on the "+" symbol below your chosen trigger to add an action.

• Under Actions, navigate to the CRM section and select Create/Update Opportunity from the menu. If you prefer, use the search function for quick access. Once selected, the Action Setup menu will appear.

Customization

• Customize the Action Name (Optional): Personalize the display name for this action within the workflow builder. Remember, this name is solely for organizational purposes and has no impact on the action's functionality.

Key Pointer: It's recommended to rename your triggers and actions to make workflow management easier. This reduces the time spent clicking in and out of actions when managing complex workflows.

• Choose Pipeline and Pipeline Stage: Indicate the specific pipeline and stage where you intend to create or update opportunities. Accurate pipeline setup is critical for managing client expectations and ensuring your CRM data is reliable. Mismanaged pipelines can lead to churn, so it’s vital to set them up correctly from the start.
• Enter Opportunity Details: Provide Opportunity Name, Opportunity Source, and Lead Value – tailored to your business needs. Take it up a notch with Custom Values by clicking on the tag icon next to each text box.

Key Pointer: You can track where leads are coming from by including the source URL in the Opportunity Source field using merge tags. This helps in understanding the origin of your leads and improves reporting.

• Opt for Opportunity Status: Select the relevant status for your opportunities – open, won, lost, or abandoned.
• Fine-tune with Toggles: Enhance your workflow further by toggling options. You can enable opportunities to revert to previous stages in the pipeline if applicable. Similarly, allow duplicate opportunities if your workflow demands it.

Important: Don’t forget to add tags to contacts based on the form they submitted or the source they came from. Tags are valuable for future segmentation, reporting, and targeted campaigns.

• Save your configuration by clicking "Save" at the bottom right corner of the Action setup menu.

Step 4: Publish Your Workflow

Don't forget to save your entire workflow by clicking "Save" at the top right corner of your browser. If you're ready to set your workflow in motion, ensure the toggle switch under "Save" is set to "Publish". For seamless functionality, test your workflow using the "Test Workflow" button located next to the "Publish" toggle switch.

Key point: It’s essential to test the workflow with a sample contact to ensure everything is functioning correctly before fully launching it.

Example: Handling New Leads from an Appointment Scheduling Funnel

Scenario: Your business wants to automatically create an opportunity in your sales pipeline whenever a new lead is generated through an appointment scheduling funnel. This setup ensures that every potential client is properly tracked and managed throughout your sales process.

Solution using the "Create or Update Opportunity" action:

Trigger: The automation begins when a new lead is captured through the appointment scheduling funnel.

Action 1: The workflow creates a new opportunity in the sales pipeline.

Steps to Implement:

1. Add the "Create Opportunity" action to your workflow, triggered when a new lead is generated.
2. Set the Action Name to "Create Opportunity".
3. Select the relevant sales pipeline from the In Pipeline dropdown (e.g., "Promotion Pipeline").
4. Choose the initial stage for the opportunity from the In Pipeline Stage dropdown (e.g., "New Leads").
5. Assign an appropriate Opportunity Name, such as "Deal 251 Opportunity".
6. Define the Opportunity Source to identify where the lead originated, for example, "Lead from Appointment Scheduling Funnel".
7. Optionally, enter a Lead Value if you have an estimated worth for the lead.
8. Set the Status to "Open".
9. Adjust additional settings as needed:
   • Enable "Allow Opportunity to Move to Any Previous Stage in Pipeline" if you want flexibility in moving opportunities backward.
   • Enable "Allow Duplicate Opportunities" if your process permits creating multiple opportunities for similar leads.

Outcome: With this automation, every new lead from the appointment scheduling funnel is automatically logged as an opportunity in your sales pipeline. This system helps you maintain an organized sales process, ensuring no potential client is missed.

There you have it! Your workflow is now armed with the Create/Update Opportunity Workflow Action. This empowers you to tailor and automate your opportunities, making your workflow management more efficient and impactful.

FAQ

1. How do I add multiple triggers within the same workflow?
You can add multiple triggers to the same workflow by selecting "Add Trigger" and choosing different forms or events that should initiate the same set of actions. This is useful if you want the workflow to be activated by various customer interactions.

2. What’s the benefit of customizing the action name in the workflow builder?
Customizing the action name helps you identify each step quickly within complex workflows. It saves time by reducing the need to click in and out of actions, especially when managing intricate automation.

3. Can I track where leads come from using this workflow action?
Yes, you can track lead sources by using merge tags in the Opportunity Source field. This allows you to include information like the URL where the lead originated, which is beneficial for reporting and analysis.

4. Should I enable the “Allow Duplicate Opportunities” option?
You should enable this option only if your workflow involves scenarios where creating duplicate opportunities makes sense. For example, if the same contact could be a valid lead for different products or services.

5. Why is testing the workflow before publishing important?
Testing ensures that all triggers, actions, and custom values are functioning as expected. Running a sample contact through the workflow helps detect any errors or improvements needed before fully launching the automation.