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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.

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The Problem

Opportunities sitting without updates lead to:
  • Deals going cold
  • Unreliable forecasts
  • Lost revenue

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The Solution

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

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Step-by-Step Setup

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Step 1: Create the Workflow

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

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Step 2: Configure the Trigger

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

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Step 3: Search for Stale Opportunities

  1. Add Search Records action
  2. Настроить:
ПолеЗначение
ObjectВозможности
FilterUpdated At is before (today - 7 days)
FilterStage is not “Closed Won” AND not “Closed Lost”
Limit100

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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

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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
  };
};

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Step 6: Send Alert Email

Add Send Email action:
ПолеЗначение
To[email protected]
Subject🚨 {{code.totalCount}} Stale Opportunities Need Attention
Body{{code.summary}}

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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

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Customization Options

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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

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Alert Individual Reps

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

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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

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Include in Slack

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