If managing opportunities and tracking deals was not work enough, preventing automatic reminder emails from triggering for lost opportunities also requires effort. 

But with sales automation to save your day, it becomes a walk in the park!

Setting Up The Automation:

  • Click on the Sales Automation icon on the left navigation menu.
  • Click on the ‘+New’ button at the upper right corner in blue.
  • Start with naming your automation. 
  • Set the Trigger as ‘Opportunity is Updated’. 
  • Set the Filter as ‘Stage Has Changed To Won’. 
  • Set the Action as ‘Update All Document’. A modal opens up on the right side.
  • On the modal select the value ‘Status’ from the dropdown ‘Add Fields’.
  • Either select the value ‘Lost’ or ‘Expired’ in the ‘New Status’ field.
  • Keep the ‘Send notification to all recipients’ toggle button disabled. 
  • Click on the ‘Save’ button at the bottom right corner to save the changes. 
  • Click on the ‘Activate’ button to enable the automation. 

Note: The automation aims to move all the documents attached with a specific opportunity to either the ‘Lost’ or ‘Expired’ stage and that will stop the automatic email reminder emails from triggering further. 

For documents moved to the ‘Lost’ stage, the action is irreversible as this is a terminal stage. For documents moved to the ‘Expired’ stage, it will continue to be in the expired condition unless the document is edited by a user to reset the expiry date to a future date. 

Since all documents under the opportunity will move to the ‘Lost’ or ‘Expired’ stage at once, it is recommended to associate only one document with an opportunity. This aims to mitigate any undue stage changes for an open document.