Detect Stale Opportunities

Keep your pipeline healthy by alerting managers when opportunities go stale. This workflow checks for opportunities that haven't been updated in a specified number of days.

The Problem

Opportunities sitting without updates lead to:

• Deals going cold
• Unreliable forecasts
• Lost revenue

The Solution

Create a scheduled workflow that finds stale opportunities and emails their managers.

Step-by-Step Setup

Step 1: Create the Workflow

1. Go to Settings → Workflows
2. Click + New Workflow
3. Name it "Stale Opportunity Alert"

Step 2: Configure the Trigger

1. Select On a Schedule
2. Set to run daily (e.g., every day at 8 AM)

Step 3: Search for Stale Opportunities

1. Add Search Records action
2. Configure:

Step 4: Check If Any Found

1. Add Filter action
2. Condition: {{searchRecords.length}} is greater than 0
3. If no stale opportunities, the workflow stops here

Step 5: Format the Alert (Code Action)

Add a Code action to format the email:

export const main = async (params) => {
  const opportunities = params.opportunities;

  // Group opportunities by owner
  const byOwner = {};
  opportunities.forEach(opp => {
    const ownerEmail = opp.owner?.email || 'unassigned';
    if (!byOwner[ownerEmail]) {
      byOwner[ownerEmail] = [];
    }
    byOwner[ownerEmail].push({
      name: opp.name,
      amount: opp.amount,
      lastUpdated: opp.updatedAt,
      stage: opp.stage
    });
  });

  // Format summary for manager
  let summary = "Stale Opportunities Report\n\n";
  Object.entries(byOwner).forEach(([owner, opps]) => {
    summary += `${owner}: ${opps.length} stale opportunities\n`;
    opps.forEach(opp => {
      summary += `  - ${opp.name} (${opp.stage})\n`;
    });
    summary += "\n";
  });

  return {
    summary,
    totalCount: opportunities.length
  };
};

Step 6: Send Alert Email

Add Send Email action:

Step 7: Test and Activate

1. Click Test to run the workflow
2. Check that the email contains the right data
3. Activate when ready

Customization Options

Change Staleness Threshold

Modify the Search Records filter to change from 7 days to your preferred period:

• 3 days for high-velocity sales
• 14 days for enterprise deals
• 30 days for long sales cycles

Alert Individual Reps

Instead of one manager email, use Iterator to send personalized emails to each rep about their own stale deals.

Add Escalation

Create multiple workflows with increasing severity:

1. Day 7: Email to rep
2. Day 14: Email to rep + manager
3. Day 21: Create task for manager to intervene

Include in Slack

Use HTTP Request to post to a Slack webhook instead of or in addition to email.

Related

• Workflow Actions
• Send Emails from Workflows