The Opportunity Status Changed Workflow Trigger can be used to trigger a workflow whenever a contact who is listed within one of your Pipelines is transferred from one opportunity status to another. In this event, the contact for whom the opportunity status was changed will then be added to this workflow. This article will overview how to set up a workflow using the Opportunity Status Changed Workflow Trigger.
Click “Add New Workflow Trigger”
Select Opportunity Status Changed in the Opportunities section of the Workflow Triggers Menu or use the search feature. Once selected, the Trigger setup menu will appear
(Optional) You can change this trigger's workflow builder display name of this trigger using the textbox below Workflow Trigger Name. Note that this will only affect the display name within the workflow builder and has no other impact on the content or functionality of this Workflow Trigger.
Press + Add filters to expand the Filters section of the Trigger setup menu which will display a number of filter parameters
The Has Tag filter parameter will only allow contacts who have the selected tag assigned to them to be added to this workflow. No other contacts may be added
In pipeline will only allow opportunity status changes within the selected pipeline to trigger this workflow
If you select this filter parameter, you can then create another filter parameter called Pipeline stage which will allow you to select from the stages in the above-selected pipeline. Only opportunity changes that occur within the pipeline stage you select will be able to trigger this workflow
The Moved from/to status filter parameters will let you specify which opportunity status changes will trigger this workflow
Moved from status - When a contact’s opportunity status changes from the selected status in this parameter to any other status, then this workflow may be triggered
Moved to status - When a contact’s opportunity status changes to the selected status from any other status then this workflow may be triggered
If both of these filters are assigned to this trigger, then this workflow will be triggered only by opportunity status changes that move from the selected “Moved from” status to the selected “Moved to” status.
You can also filter by Custom Fields which will only allow contacts who meet certain Custom Value criteria to be added to this workflow. Such values are based on what you would have set up elsewhere in your contacts/account.
Press Save Trigger in the bottom right corner of the Trigger setup menu
Pro Tip: You can use any Workflow Actions to be triggered by the Opportunity Status Changed trigger or you can leave this workflow without any actions.
If your Workflow is ready to be enabled, make sure the toggle switch under Save is set to Publish
Be sure to test your Workflow to make sure it is set up correctly using the Test Workflow button next to the Publish toggle switch.
For an in-depth overview of Workflow Testing see our article, “Using the Testing Features in Workflows”
Now your workflow is set up and ready to go with the Opportunity Status Changed Workflow Trigger.
Can I use multiple filters for the same trigger?
Yes. You can combine filters such as “Has Tag” and “In Studio Program” to set up precise workflows that trigger only under specific registration conditions.
What happens if the registration status changes multiple times in quick succession?
The trigger will activate with each status change. It’s important to include conditions or cooldown periods in your workflow to prevent redundant notifications or actions.
Can I trigger actions across different programs or classes?
Yes. Either set up separate workflows for each program or use filters to apply the trigger across multiple classes as needed.
How do I handle opportunities without certain tags?
Use the “Doesn’t Have Tag” filter to ensure that your workflow targets registration opportunities that lack a specific tag—keeping your processes focused on the right students.
Is it possible to track why a registration was lost?
Yes. You can use a “Lost Reason” filter to capture why an opportunity was not converted. This data can then trigger workflows for sending surveys or updating the registration process.
