Keeping track of your opportunities is key to a smooth sales process. The Pipeline Stage Changed workflow trigger runs actions automatically when an opportunity moves from one stage to another. This means follow-ups, notifications and updates happen on time. This guide explains what the trigger does, how it helps, and how to set it up.
What is the Pipeline Stage Changed workflow trigger?
The Pipeline Stage Changed workflow trigger fires when an opportunity moves from one stage to another in a sales pipeline. It lets you automate workflows based on stage changes, so no lead falls through the cracks. You can choose what should happen when an opportunity moves forward, moves back, or is moved to a new pipeline stage.
Key benefits
Automates follow-ups: Each stage change can send a timely notification, so your sales reps stay engaged with prospects.
Reduces manual work: No need to track pipeline movements by hand, which frees up time for real sales work.
Improves pipeline visibility: See how opportunities are progressing in real time, for better forecasting and decisions.
Customisable filtering: Set up workflows based on conditions such as pipeline, stage, assigned user or lead value.
Faster response times: Automate outreach and internal messages so your team acts quickly at important sales stages.
Setting up the Pipeline Stage Changed workflow trigger
Open the workflow builder
Go to Automation > Workflows in your ZipLeads account. Click Create New Workflow, or edit an existing one.
Choose the workflow trigger
Click + Add New Trigger and search for Pipeline Stage Changed in the list. Select Pipeline Stage Changed as the trigger.
Name your trigger
Give your trigger a clear name that describes what it does. This makes it easy to spot when you're managing lots of workflows.
Set up filters
Filters control when the workflow runs by setting conditions that must be met. Instead of running the workflow for every opportunity change, you can target only the ones that matter to your business. For example, you might only want to automate actions for opportunities in a certain pipeline, those assigned to a certain team member, or deals marked as lost for a particular reason. Filters keep your workflows precise, relevant and in line with your sales process.
Assigned To filter
The Assigned To filter runs the workflow based on the user assigned to an opportunity. It's useful for directing follow-ups, assigning tasks, or notifying specific team members when an opportunity moves through the pipeline.
Tag filter (formerly “Has Tag”)
Use the Tag filter to run the workflow only for opportunities that match certain tag conditions. It's handy for segmenting opportunities, prioritising leads and automating targeted actions. Tags are labels that group opportunities by things like lead type, priority or source. When you set up the Tag filter, choose which tag(s) must be present for the workflow to run.
Example: If an opportunity is tagged “High Priority”, the workflow runs when it moves to the next stage.
In Pipeline filter
The In Pipeline filter limits the trigger to one pipeline, so the workflow only runs for opportunities in that pipeline. This is useful if you have several pipelines for different sales processes, client types or services. It stops automation running across unrelated pipelines.
Example: The workflow only runs when an opportunity moves within the “Enterprise Sales” pipeline.
Lead Value filter
The Lead Value filter runs the workflow based on the dollar value of an opportunity. This lets high-value deals get the right follow-up, while lower-value opportunities are handled differently.
Example: If an opportunity's value is over $10,000, notify the sales manager.
Lost Reason filter
The Lost Reason filter runs the workflow when an opportunity is marked as Lost with a specific reason. This helps you track why deals are lost, automate follow-ups, and try to win customers back or prevent similar losses. When an opportunity moves to Lost, you can assign a reason (for example, “Price Too High”, “Competitor Chosen” or “No Response”). The workflow only runs when the reason you chose is selected.
Example: If the lost reason is “Budget Constraints”, send an automatic follow-up email offering a flexible pricing plan.
Pipeline Stage filter
The Pipeline Stage filter runs the workflow when an opportunity moves to a specific stage in a pipeline. This lets you automate follow-ups, task assignments or notifications as opportunities progress. You choose which stage change should start the workflow.
Example: When an opportunity moves from “Negotiation” to “Closed Won”, notify the finance team.
Status filter
The Status filter runs the workflow based on the opportunity's current status. You can choose from these options:
Open: The opportunity is still active and in progress.
Won: The deal has been closed successfully.
Lost: The opportunity didn't turn into a sale.
Abandoned: The opportunity is no longer being pursued.
Example: If an opportunity is marked as “Won”, start a welcome email sequence.
Add workflow actions
Once the trigger is set, add the actions that should happen when an opportunity changes stage. For example:
Send a notification: Let the assigned sales rep know about the stage change.
Update opportunity details: Change fields such as status, priority or tags automatically.
Create a follow-up task: Give the sales team a task to contact the prospect.
Trigger another workflow: Start other workflows as the opportunity progresses.
Email the contact: Automate customer communication based on pipeline movement.
Save and publish the workflow
After setting up your filters and actions, click Save Trigger.
Check all the workflow steps are in place, then click Publish to turn on the automation.
Test the workflow by moving an opportunity through the stages yourself to check it behaves as expected.
Frequently Asked Questions
Q1: What happens if an opportunity is moved manually?
The workflow still runs when an opportunity is moved by hand, as long as it meets your filter conditions.
Q2: Can I use more than one filter in the same workflow?
Yes. You can combine filters to create very specific rules, such as only running actions when an opportunity in a certain pipeline and stage is assigned to a specific user.
Q3: How does this trigger work with other opportunity triggers?
The Pipeline Stage Changed trigger works independently of other triggers such as Opportunity Status Changed or Opportunity Created. If you need to, you can set up workflows with several triggers to cover different needs.
Q4: What if an opportunity moves back to an earlier stage?
The workflow will run again, as long as the conditions match.
Q5: Can I track past stage movements with this trigger?
No. This trigger only runs when a stage change happens. You can see past changes in the opportunity's activity log.