Set up automatic follow-ups by stage and pause them

What you'll achieve

Make Archie Talk automatically create a follow-up task for the owner when an opportunity enters a stage, with an optional sequence of steps, and know how to pause it without losing the setup.

Before you start

Only administrators set up these rules.
Follow-ups are internal tasks with a notification in Archie Talk. They don't send messages to your customers.
They don't apply to Won or Lost.
The first task lasts 15 minutes and is assigned to the opportunity's owner.

Steps

In Sales CRM > Pipelines, open the three-dot menu (Pipeline options) and choose Configure pipeline.
Scroll down to Automatic follow-up by stage. You'll see a checkbox for each open stage.
Check the box for the stage you want to automate.
Type the Task title.
In Hours after entering (0–720) sets how long should pass from when the opportunity enters the stage until the task is due.
To add steps, in Additional follow-ups click Add follow-up. Each step has its title and the Hours since the previous step is completed (0–720). You can have up to 5 tasks in total. Reorder them with Move up y Move down, or remove one with Remove follow-up. The next step is created when you complete the previous one.
If you want conditions, fill in Exact source (optional) y Minimum value (optional, use a decimal point) with its Currency (Select currency). All conditions must be met; if you leave them empty, it applies to all opportunities.
If you don't want duplicates, check “Don't create if this opportunity already has a pending follow-up, even a manual one.”
Click Save.
To pause, go back to Configure pipeline, open the stage and uncheck Rule active: it changes to Rule paused. Click Save. To resume, check it again.

Screenshot: Automatic follow-up by stage section with one stage turned on, Task title and Hours after entering

Screenshot: Additional follow-ups block with Step 2 and the Add follow-up button

Expected result

When an opportunity enters the stage and meets the conditions, an activity of type Follow-up appears in its owner's agenda, with an internal notification. If you pause the rule, no new steps are created, and tasks already created are kept.

Common issues

The task wasn't created.

A condition may not have been met (source, currency or minimum value), there may already have been a pending follow-up, or the rule may have been paused. Check the Automation history of the opportunity (separate guide).

I changed the rule and it didn't affect opportunities already in the stage.

Changes don't act on what came before, only on new entries.

I changed stages and tasks were canceled.

That's expected: changing stages cancels the pending tasks from the previous stage.

The task was created for someone else.

It's assigned to whoever owns the opportunity at that moment.

I can't save.

Check that the title isn't empty and the hours are between 0 and 720. If you set a minimum value, choose a currency.

When to contact support

Write to us with your company name, your administrator user, the pipeline and stage, the rule title, the affected opportunity and what you expected to happen, with a screenshot.