How to remove follow up tasks once a lead is reactivated?

KMartin
KMartin Member Posts: 2 NEW MEMBER
edited August 30 in Workflow Automation #1

Howdy folks!

I'd like to implement a long-term follow up sequence for deals placed into my "Long Term Follow Up" stage. These folks are interested in our service but aren't ready to move forward now.

Once a deal enters this stage, I want to queue up a whole bunch of phone call follow up tasks, emails, etc.

I know I can queue these tasks up on a deal with an automation. There may be 24 tasks over the course of 12 months. The goal is to get the lead activated and catch them when they're ready to buy.

Let's say that after 3 months worth of follow ups, the lead is finally ready to move forward. So in this case, we'd have a ton of extra follow up tasks on the deal that we don't need anymore.

Is there a way to automatically remove all of these tasks if the lead is moved out of this "Long Term Follow Up" stage?

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Answers

  • Leonardo Zimmermann
    Leonardo Zimmermann Pipedrive Team Posts: 157 PIPEDRIVE TEAM
    Third Anniversary 100 Comments 5 Answers 5 Likes
    #2

    Hey, @KMartin!

    For that, I would suggest a third-party tool like Zapier or Integromat (Make). For instance, you could create a Zapier workflow that kicks in when a deal moves out of the "Long Term Follow Up" stage, which would then search for any tasks linked to that deal - specifically those with the tag or keyword you added earlier. Once identified, the workflow would automatically delete or mark those tasks as completed.

    But if automating the task removal is too complicated, you can always go with a manual cleanup approach. Whenever a deal exits the "Long Term Follow Up" stage, just search for any related tasks with the specific tag or keyword and delete them. It’s a bit more hands-on, but it gets the job done and ensures you’re not bogged down with unnecessary follow-ups once a lead is ready to move forward.

    I hope this helps :)

  • Nikolai Sokolov
    Nikolai Sokolov Member Posts: 122 VERIFIED MEMBER
    100 Comments Third Anniversary 25 Likes 5 Up Votes
    #3

    Hi @KMartin another way to solve this is to avoid creating a whole bunch of tasks in the first place.

    Instead, either:

    • create the next task immediately after finishing the previous one thru automation
    • use a shortcut system to manually create follow-up tasks. Which is then a matter of just a few keystrokes but avoids task bloat in pipedrive.

    Here's a screenshot explaining the shortcut principle (when activity is created with name "T1M", change the type to call, name to "follow up with [person name] and due date to in 1 month):

    image.png

    Rinse and repeat for other due dates and types.

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