We are living in a shiny world of automation. Automation is not only used in assembling cars or switching lights but also helps in making the hectic sales process much simpler and productive. 

Indeed, a sales pipeline is essential in making a business successful. A single step of sales reps can either make or break a deal. As there are tremendous tasks that need to be taken care of by sales reps, therefore it is challenging to check on the health of all the deals that are stagnant for a while.

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Many times, reps are spending more time on deals that are not going to close. It is all because they are analyzing the number of conversions manually.

It doesn't matter how many times you have contacted or analyzed the potential of reps. Having an idea about the stage where the deal is stuck in the sales pipeline for longer will help you know the reality of a situation.

For example, if you have a deal in the “Bought-in” stage but not focused for longer than it should be, it's the right time to where to go and what needs to be shared with the right point of contact. 

Are you the one who wants to push things and speed up your sales cycle? Want to ensure that the right deal gets the right attention? Well! That's where HubSpot workflows come into play. 

Luckily, HubSpot- best workflow automation software makes it easy to automate sales processes and nudge sales reps to engage stagnant deals. 

Today, I will showcase you how you can create a workflow in HubSpot to automate your sales pipeline's “health check.” 

Steps to create Sales Automation Workflow with HubSpot

Let's get started…. 

Step-1 Create Deal based Workflow

Before I proceed, it is assumed that you have already created your sales pipelines in HubSpot and successfully set up all the deal stages as per your sales process. Yet not customized your sales pipeline?

Consider these steps before you proceed. 

Our main goal here is to track and progress all the deals that are Closed-Lost and Closed-Won. 

Firstly, log in to your HubSpot account and click on Workflow from the menu bar. You will be redirected to the page like below.

create workflow

Now click on create the workflow and choose deal-based workflow. 

deal based workflow

Rename your workflow and get started… 

rename workflow

Step-2 Add Enrolment Triggers

In order to get started, we need to think more creatively while setting up the workflow. Firstly we are supposed to put an enrollment trigger, and that would be the deal stage is known.

add enrollment triggers

Step-3 Set Criteria and Branches 

Once you have all the data points, it's time to activate your thoughts and set up trigger criteria by using actions.  

sales automation workflow

At an initial glance, you might be thinking that there is a lot going on here. Let's take a break and understand what exactly is going here. 

Basically, here you are supposed to add an if-else condition to check different stages of the sales pipeline.

There will be two criteria that need to be added in various branch-

  • Criteria should be “deal stage” has not been updated for last 15 days” and
  • “deal stage” has not been updated for the last 15 days.”

if else branch

The first step would be, set Branch 1, and the condition here is the deal stage has not been updated in the last 15 days, And the deal stage is any of “stage 1.” 

Assuming if this criterion does not meet the condition, then it will move down to branch 2 and will check the condition for branch 2 i.e. the deal stage is “stage 2,” And deal stage has not been updated in the last 15 days.

Assuming, if any deal meets this criterion in branch 2 then it will move to the Yes branch, and associated sales reps would receive the notification. It could be internal email notification, SMS notification, or push notification.(i.e Actions)

Alike if any deal doesn't meet the criteria, then it will again move down to the No branch and check the criteria for the 3rd branch. The condition here is the deal stage has not been updated in the last 15 days, And the deal stage is any of “stage 3”.

If it meets the condition, branch 3 will move to the Yes branch, and associated sales reps would receive the notification. It could be internal email notification, SMS notification, or push notification.(i.e Actions). 

email notification

Furthermore, if any deal doesn't meet the criteria, then it will move down to the No branch and again check the criteria for the 4th branch. The condition here is the deal stage has not been updated in the last 15 days And the deal stage is any of “stage 4”.

If it meets the condition, the deal will move to the Yes branch, and associated sales reps would receive the notification. It could be internal email notification, SMS notification, or push notification.(i.e Actions). 

This way, you can add as many branches as you can. It totally depends on your sales pipelines. By setting these criteria and branches, you can check on which deal stages your deals are lagging for more than 15 days.

Moreover, you can easily edit the actions added in the branches by clicking on the Action drop-down button. Here you can comment, edit, clone, move, and delete according to your needs. 

edit actions

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Step-4 Test the Workflow 

Once you set the action for each branch, then you are all set to test out the workflow. For this, you just have to hit the test button added on the top right corner of the page.

Moreover, you can test the workflow by adding the name deal name and could analyze the flow easily. Say if something is not accurate, then you can easily make the changes to create a successful workflow. 

test workflow

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The last Say 

Well! Establishing this infrastructure may look little technical, but if you follow the above steps in the right way, then you can easily inspire the sales representatives to interact with the stagnant deals and convert them into loyal customers. 

All in all, you can hit your targets by allowing the sales reps to focus on the right deal at the right time. So, what are you waiting for? 

Roll up your sleeves and create an automated process to nudge your sales reps to engage the stagnant deals. 

Still, if you have any questions and want some help in HubSpot workflow automation, do contact us.

Our HubSpot certified professionals will help you establish urgency and build more powerful strategies. 

Editor: Divya Verma