Create Opportunity & Update Opportunity Workflow Actions

Managing opportunities efficiently in your sales pipeline is key to maintaining a smooth and effective sales process. With the introduction of the improved Opportunity-related workflow actions, businesses have more control and flexibility over creating and updating opportunities. This enhances the sales management process, reducing errors and improving overall workflow efficiency.

Important Note:

Deprecation of “Create or Update Opportunity”

• The benefit of this change is that separate “Create Opportunity” and “Update Opportunity” actions provide more granular control.

Key Features and Benefits

1. “Create Opportunity” Action

• Benefit: Easily create a fresh opportunity in a specified pipeline or stage without affecting existing records.
• Use Case: Ideal for onboarding new leads, this feature allows you to automatically populate opportunity details and values. It also unifies the duplicate opportunity setting, ensuring consistency across all processes.

2. “Update Opportunity” Action

• Benefit: Modify key fields such as name, value, and pipeline stage of an existing opportunity.
• Use Case: This action is perfect for updating an opportunity’s status or stage after a lead takes a new action. You can also move opportunities from one pipeline to another to reflect changes in the sales process.

How to Use These Workflow Actions

Implementing these new features into your workflow is straightforward. Follow these easy steps:

1. Add the Desired Action to Your Workflow

Navigate to Automations on the left → Workflows at the top and Create a Workflow or edit an existing one.

2. Choose the Action

Select either the “Create Opportunity” or “Update Opportunity” action, depending on your needs.

3. Configure Fields

• For “Create Opportunity” or “Update Opportunity,” set relevant fields such as pipeline, stage, name, and value to ensure accurate updates.
• Make sure to configure any other necessary details to tailor the workflow to your needs.

4. Save & Test

After configuring the fields, run a test contact or lead through your workflow to ensure that everything works as expected.

Why This Feature?

• Greater Precision: The separation of actions for creating and updating ensures that no accidental overwrites or unwanted changes occur, giving you greater control over your sales pipeline.
• Future-Proofing: By deprecating the all-in-one “Create or Update Opportunity” action, this feature prepares your sales workflow for future enhancements and more specialized actions.

Pro Tips

• Customize Fields for Flexibility: Customize opportunity fields based on your specific sales process. For example, you may need different pipeline stages or values depending on the type of opportunity.
• Test Frequently: Regularly run test leads through your workflow to ensure that the actions are properly configured and that the system responds as intended, especially when implementing new features.
• Review Workflow Structure: As your sales process evolves, it’s important to periodically review your workflow structure to ensure that it still meets your team’s needs efficiently.

FAQ

1. Can I create multiple opportunities for the same contact?
   • Yes, using the “Create Opportunity” action, you can create multiple opportunities for the same contact within different pipelines or stages.
2. What happens if I update an opportunity but miss a required field?
   • If a required field is missed, the system will prompt you to fill it in before allowing the opportunity to be updated, ensuring that no incomplete records are saved.
3. Is there a way to automate opportunity updates based on customer actions?
   • Yes, by setting specific triggers in your workflow, you can automate opportunity updates whenever a customer takes a predefined action.
4. Can I delete an opportunity after creating it?
   • Yes, you can remove an opportunity at any time, either manually or through automation, to keep your pipeline clean and relevant.
5. How do I move an opportunity from one pipeline to another?
   • When updating an opportunity, you can change the pipeline stage, allowing you to move the opportunity to a different pipeline as needed.