Pipeline Workflows

1. From the main Ivorey™ menu, go to Workflows > click the [+ Create Workflow] button > and select [+ Start from Scratch]

2. Give your workflow a relevant Name, at the top > click to [+ Add New Trigger] > and search for “Opportunities”, to view all of the pipeline-related triggers and select the one you need:

   1. Opportunity Status Changed - Fires when an opportunity's status changes, for example from Open to Won, Open to Lost, or Lost to Open (reopened). Use this when you want to automate actions based on the outcome of a deal.

      1. Click [+ Add Filters] > select [In Pipeline] > and select your pipeline (if you want specific actions, such as emails, for specific pipelines)

      2. Click [+ Add Filters] > select [Moved To Status] > and select a status

   2. Opportunity Created - Fires when a new opportunity is created in your pipeline (whether manually or automatically via a workflow). Use this when you want to kick off a sequence of actions the moment a new lead enters your pipeline.

      1. Click [+ Add Filters] > select [In Pipeline] > and select your pipeline (if you want specific actions, such as emails, for specific pipelines)

      2. Click [+ Add Filters] > select [Pipeline Stage] > and select a stage

   3. Opportunity Changed - Fires when any field on an opportunity record is updated. Use this when you want to react to a wider range of changes, such as when a lead value is updated or an opportunity is reassigned.

      1. Click [+ Add Filters] > select [In Pipeline] > and select your pipeline (if you want specific actions, such as emails, for specific pipelines)

      2. Click [+ Add Filters] > select the specific change you want to base the workflow on

   4. Pipeline Stage Changed - Fires when an opportunity moves from one stage to another within your pipeline. Use this when you want specific actions to happen automatically, each time a contact reaches a new stage in your process.

      1. Click [+ Add Filters] > select [In Pipeline] > and select your pipeline (if you want specific actions, such as emails, for specific pipelines)

      2. Click [+ Add Filters] > select [Pipeline Stage] > and select a stage

   5. Stale Opportunities - Fires when an opportunity hasn't been updated or moved for a set number of days. Use this to catch leads that have gone quiet and need a nudge.

      1. Click [+ Add Filters] > select [In Pipeline] > and select your pipeline (if you want specific actions, such as emails, for specific pipelines)

      2. Click [+ Add Filters] > select [Pipeline Stage] > and select a stage

      3. Click [+ Add Filters] > select [Duration in Days] or [Doesn’t have tag] to create your rule for what should be considered a “stale” opportunity

   6. You can add more filters, if you need to drill down further > click [Save Trigger], when you’re ready

3. Click the [+] button, to add an action > search for and select the action you want to automate. For example:

   1. Send Internal Notification - notify your team when a new lead is added, when a deal is won or lost, or when a lead reaches a key stage

   2. Send Email - send a welcome email, follow-up, or a stage-specific email (e.g. your booking link when they reach "Qualified")

   3. Add Contact Tag - tag the contact based on their stage, value or status

   4. Update Opportunity - update other opportunity details (more on pipeline actions below)

4. When you’ve added all of your actions, toggle the workflow to [Publish], in the top right corner > and click the [Save] button

5. Test your workflow by completing the trigger using test details (use your real email where relevant) > check if emails were received, etc. > check the [Execution Logs] tab, in your workflow, to see if each action fired successfully or to review any errors

1. From the main Ivorey™ menu, go to Workflows > open an existing workflow or click the [+ Create Workflow] button > and select [+ Start from Scratch] to create a new workflow

2. If starting a new workflow, give your workflow a relevant Name, at the top > click to [+ Add New Trigger] > then select and configure the relevant trigger you need (e.g. order submitted, customer booked appointment)

3. Click the [+] button, to add an action > search for “Opportunities”, to view all of the pipeline-related actions and select the one you need:

   1. Find Opportunity - Locates an existing opportunity for a contact so it can be referenced by a later action in the same workflow.
      
      Note: This action is essential when your workflow is triggered by something that isn't pipeline-based (e.g. a form submission or payment), because in those cases Ivorey™ doesn't automatically know which opportunity to update. Adding a Find Opportunity step first gives the workflow the context it needs.

      1. Under the Opportunity To Be Found drop-down, select either [Most recently created] or [First created]

      2. (optional) Click [+ Add Field], to narrow it down further (e.g. funnel > is > specific funnel)

   2. Update Opportunity - Modifies the details of an existing opportunity - including pipeline, stage, status, name, or value. You can also use this action to move an opportunity from one pipeline to another.
      
      Note: If your workflow trigger isn't opportunity-based, add a Find Opportunity step before this action so Ivorey™ knows which opportunity to update. If no opportunity is found, this action will be skipped.

      1. Toggle ON the Allow Opportunity To Move To Any Previous Stage In Pipeline option, if you want to be able to move opportunities both forwards and backwards in stages. If toggled OFF, you will only be able to automatically move opportunities forwards

      2. (optional) Click [+ Add Field], to narrow it down further (e.g. funnel > is > specific funnel)

   3. Remove Opportunity - Removes an opportunity from your pipeline.

      1. Under the Opportunity To Be Found drop-down, select either [Opportunity found or triggered in this workflow] or [All contact opportunities in the selected pipeline] > and select your pipeline (this will remove only opportunities related to the relevant contact)

   4. Add Owner To Opportunity / Remove Owner From Opportunity - Assigns or removes a specific team member as the owner of an opportunity. You can also optionally sync this to the contact owner at the same time. For example:

      • When an opportunity reaches a stage that should be handed to a specific team member (e.g. assign to an account manager when a deal is won)

      • Remove when an opportunity is reassigned or no longer needs a specific owner

   5. Add Follower(s) To Opportunity / Remove Follower(s) From Opportunity - Adds or removes team members as followers on an opportunity. Followers receive updates about the opportunity's progress without being the assigned owner. For example:

      • When a deal reaches a stage where another team member needs visibility (e.g. add your operations team when a proposal is signed)

      • Remove to clean up followers when they're no longer needed, preventing unnecessary notifications

   6. Create Opportunity - Automatically add a contact into your pipeline (more on this below).

4. Add as many actions as you need > toggle the workflow to [Publish], in the top right corner > and click the [Save] button

5. Test your workflow by completing the trigger using test details (use your real email where relevant) > check if emails were received, etc. > check the [Execution Logs] tab, in your workflow, to see if each action fired successfully or to review any errors

1. From the main Ivorey™ menu, go to Workflows > open an existing workflow or click the [+ Create Workflow] button > and select [+ Start from Scratch] to create a new workflow

2. If starting a new workflow, give your workflow a relevant Name, at the top > click to [+ Add New Trigger] > then select and configure the relevant trigger you need (e.g. order submitted, customer booked appointment)

3. Click the [+] button, to add an action > search for and select the [Create Opportunity] action:

   1. Give the action a clear Name (e.g. Add to Sales Pipeline - Call Booked)

   2. Select the Pipeline to add them to

   3. Click the [+ Add Fields] button > select [Opportunity Name] > click the 🏷 tag icon, to use a custom value > select [Contact] > and [Full Name] - so each opportunity is clearly labelled

   4. Add more fields as needed to specify the Pipeline Stage they should start at (e.g. Call Booked), to set the Status to Open, and add a Lead Value if relevant (useful if you want revenue data to show on your dashboard or use Smart Tags based on opportunity value)

   5. Click [Save Action]

4. Add any additional actions as needed (e.g. send internal notification, add contact tag) > toggle the workflow to [Publish], in the top right corner > and click the [Save] button

5. Test your workflow by completing the trigger (e.g. booking a test appointment) > open your pipeline and confirm the new opportunity appears at the correct stage > check the [Execution Logs] tab, in your workflow, to see if each action fired successfully or to review any errors

The Pipeline Stage Changed trigger fires when a contact moves between the stages you've created in your pipeline (e.g. Qualified > Proposal Sent). The Opportunity Status Changed trigger fires when the broader status changes, between the four fixed options: Open, Won, Lost, or Abandoned. You can use both in the same workflow if needed.

The Pipeline Stage Changed trigger only fires when the stage moves. The Opportunity Changed trigger fires when any field on the opportunity is updated - including stage, lead value, assigned owner, or custom fields. It's a broader trigger that picks up more types of changes.

The Create Opportunity action adds a brand new opportunity card to your pipeline. The Update Opportunity action modifies an existing one.

If a contact doesn't yet have an opportunity in the pipeline, use Create Opportunity. If they do, use Update Opportunity - but make sure to add a Find Opportunity step first if your trigger isn't pipeline-based.

If the Update Opportunity action is failing, the most common cause is that the workflow can’t find an opportunity. If your trigger isn't pipeline-based (e.g. it's a form submission or payment), add a Find Opportunity action before the Update Opportunity step so Ivorey™ knows which record to update.

Yes, but only if the Allow Opportunity to Move to Any Previous Stage toggle is enabled inside the Update Opportunity action. This is off by default.

Yes, this trigger fires regardless of whether the stage change was made manually or automatically by another workflow.

Absolutely, you don't need to create a separate workflow for pipeline actions. For example, if you already have a post-purchase workflow, you can simply add a Create Opportunity/Update Opportunity action to it so your pipeline updates at the same time as your other post-purchase automations run.