Hi Guys, When dragging customers from one stage to the next we would like to implement a workflow a

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Tom Stapleton
Tom Stapleton Member Posts: 4
edited July 2022 in Apps and Integrations #1
Hi Guys, When dragging customers from one stage to the next we would like to implement a workflow automation of an email to be sent out to the customer. However we are concerned that human error, may mean that a customer might be dragged to the wrong stage, and therefore receive and email they shouldn't. Has anyone found a way to avoid this scenario?
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  • Edie Mew
    Edie Mew Member Posts: 169
    First Anniversary 5 Up Votes 5 Likes First Answer
    edited July 2021 #2
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    Depending on the plan you are on, if you have the feature of required fields, you could implement a required custom field - example: has the customer agreed to be emailed? Yes / No - if this is not completed when moving to the relevant stage - the deal won't be allowed to move and the automation cannot be completed.

    Does this help?
  • Tom Stapleton
    Tom Stapleton Member Posts: 4
    edited July 2021 #3
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    Thanks for your help there. Our onboarding process means that customers can be moved to voicemail, successful contact, unsuccessful contact and meeting booked stages - all with different workflow automation emails.

    We're concerned a customer could be moved to a wrong stage and therefore could receive the wrong email.

    Is it case of building email templates and then manually sending the email through Pipedrive to the customer.
  • Nancy Vamvakas
    Nancy Vamvakas Member Posts: 30
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    edited February 2022 #4
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    Just be bloody careful!  .. lol 

    We have several automations that send out emails when deals reach specific stages in more than one of our pipelines.  ...  And it happens occasionally that we accidentally drag a deal into one of these 'hot' stages by mistake.  ... we usually just send out a quick apology email telling them to disregard what was just sent via the automation. 

    It would be useful to have have a time based trigger and ability to see what is 'queued'  .. then if the automation sends all triggered emails after say 5pm .. it would be an easy matter to find the outbound mail queue and delete the mistakenly triggered email. 

    The way it is now ...   "yeah" .. a bit of a problem/worry .. we just live with it because the benefits outweigh the costs by way of human mistakes in dragging deals to hot stages with active email triggers. 

  • Edie Mew
    Edie Mew Member Posts: 169
    First Anniversary 5 Up Votes 5 Likes First Answer
    edited July 2021 #5
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    @Tom Stapleton Hey there, you could build templates and then send them manually. I understand that moving deals accidentally would be a concern if emails are being sent upon the movement. If the required fields feature is available to you, this may help with avoiding emails being sent by error
  • Pietu Halonen
    Pietu Halonen Member Posts: 2
    edited July 2021 #6
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    I earlier had the same concern and even did send some unintended email templates. I worked around this by automating new Activity (instead of a direct email sent). The automated activity in turn has another automated workflow for sending email template. In a nut shell:
    - Workflow 1: IF Deal is moved to Stage X THEN Create "Activity 1"
    - Workflow 2: IF "Activity 1" is clicked "DONE" THEN send email template (AND maybe also move the deal to next stage)

    This concept has added the extra step of security for not automatically sending emails when deal is mis-dragged to a wrong state.

    In turn these DONE clicks are then pretty quick to mass-handle in the Activity list view to send the email templates. You might have 20 "Activity 1"s waiting in Activity list and the email templates can be sent with these 20 clicks pretty quickly. Or if you have 200 activities to be clicked, you can even filter the activity list by undone and due date = today and mass-select them all at once.

    Hope this helps! (y)

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