Voyage Digital
    Workflows· Sales & Outreach

    The Pipeline Pulse

    A weekly report that reads your open pipeline from the CRM and flags risks, opportunities and stagnating deals for the sales team.

    automatinganalyticalstructuring

    Description

    Before the sales weekly, someone usually reviews the pipeline by hand: which deals have shown no movement for days, which are close to closing, which are stuck. The Pipeline Pulse takes over this first pass. Every Monday it reads all open deals from the CRM and turns them into a structured report before anyone on the team has to ask for one.

    The workflow flags deals without activity, declining win probabilities, and deals that have stayed in the same stage longer than planned. From this it builds an executive summary with the key risks, opportunities and the priority for the week, which goes out by email to the sales team or gets filed in Notion or Drive.

    You set the thresholds for inactivity, stagnation and minimum deal value yourself, matched to your sales cycle. The report does not replace the conversation with the customer, nor does it replace the sales team's judgment. It only makes sure the right deals actually make it onto the table.

    • Focus on the right deals: Every Monday, the report shows where in the pipeline attention matters this week.
    • Risks caught early: Inactive and stagnating deals are flagged automatically before they go unnoticed.
    • The weekly ready to go: Executive summary, top risks, top opportunities and the priority for the week are ready before the sales meeting.
    • Less reporting effort: The report is built directly from CRM data, with no manual sorting in spreadsheets.

    Steps

    Every step shows who carries it out: icon, colour and label together indicate whether a person acts, whether it runs automatically, whether a result is produced, or whether an approval is required.

    01Person

    The workflow starts weekly, for example every Monday at 8 a.m.

    02Automated

    03Automated

    04Automated

    05Result

    Key
    PersonAutomatedResultApproval

    Requirements and operations

    Requirements

    • CRM system HubSpot, Salesforce or similar, must supply all open deals with value, probability and activity.
    • Email or filing Gmail, Outlook, Notion or Drive for the finished report.
    • Stagnation rules Thresholds for inactive days, stage duration and minimum deal value.
    • LLM access API key for OpenAI, Claude or Gemini.

    Testing

    • Test run Trigger the workflow manually and run it against a known pipeline.
    • Data retrieval Check whether all open deals are retrieved in full, with value, probability and activity.
    • Analysis and report Check whether the top 3 risks and opportunities are traceable and the report is complete.
    • Edge cases Test edge cases: very few deals, more than 500 deals, deals without an owner, and multiple currencies.

    Go-live

    • Approve Activate the workflow only once data retrieval, analysis and dispatch work reliably.
    • Draft mode Send the report only to the sales lead for 2 to 3 weeks and calibrate the thresholds.
    • Thresholds Adjust the thresholds for inactivity, stagnation and minimum deal value based on the first results.
    • Extend Extend as needed: Slack posting, a trend comparison to the previous week, or a rep specific variant.

    Common issues

    • Empty deal list Widen the CRM filter or adjust the time range.
    • Key fields missing Add activity and win probability to the CRM query.
    • Broken HTML formatting Switch the email to HTML or fall back to plain text.
    • Analysis feels generic Make the company context in the prompt concrete instead of leaving it generic.

    Builder Prompt

    Copy the prompt below in full into your automation tool or agent builder. As a file: pipeline-schiene.en.json

    GOAL
Build a workflow that pulls all open deals from the CRM every Monday, uses AI to identify risks, opportunities and stagnating deals, and generates a structured pipeline report for the sales team from the results.

Adapt the structure to the concepts of your automation tool (for example nodes, steps, zaps or agent actions). While doing so, preserve the trigger logic, the sequence and the data flow.

TRIGGER
Type: time based, weekly, for example every Monday at 8 a.m.

STEPS (sequential)
1. Retrieve deals: pull all open deals from the CRM (HubSpot, Salesforce or similar). Capture at least name, value, win probability, stage, time in stage, date of last activity and owner for each deal.
2. Prepare data: format the deals as a structured list and calculate inactivity days and stage duration for each deal.
3. AI step: pipeline analysis. Insert the working prompt "Pipeline Analysis" exactly as given (see the Working Prompts section). Result: the finished report.
4. Output: send the report by email to the sales team and/or file it as a page in Notion or Drive.

PROMPT GUIDANCE
There is a fixed working prompt for the analysis step, see the Working Prompts section. Insert it unchanged and in full into step 3.

DATA FLOW
Steps 1 and 2 to step 3: the prepared deal list as input for the pipeline data placeholder in the working prompt.
Step 3 to step 4: the finished report.

ERROR HANDLING
Empty deal list: check or widen the CRM filter instead of sending an empty report. Send a short notice instead.
Key fields missing (activity, win probability): add these fields to the CRM query, without them the analysis is not reliable.
Very large pipeline (more than 500 deals): filter the deals by value or priority beforehand, or analyze in batches and aggregate afterward.
Multiple currencies: normalize the values before analysis or state the currency separately for each deal.
Broken email formatting: use an HTML capable email or switch to plain text.
Analysis feels generic: fill in the company context in the working prompt with concrete detail, covering products, sales cycles and typical deal sizes.

PLACEHOLDER CONVENTION
All placeholders in square brackets in the working prompt are variables. The prepared deal list is mapped dynamically, as described in the data flow. The minimum deal value, the stagnation days and the company context are not dynamic: set these yourself before activation. List all placeholders that require manual configuration separately at the end.

SELF CHECK BEFORE COMPLETION
Check, before you report the workflow as finished:
1. Are all steps connected correctly, and is the weekly trigger configured?
2. Is the working prompt inserted in full and unchanged, and does the CRM retrieval supply all required fields?
3. Does the report arrive correctly formatted in the chosen channel (email, Notion or Drive)?
4. Are all points listed that require manual configuration: CRM access and filters, recipient or storage location, LLM access, minimum deal value, stagnation days and company context?

    Working prompts

    Prompt: Pipeline Analysis

    Analyzes the weekly pipeline overview and creates a prioritized report with risks, opportunities and stagnating deals.

    You are an experienced sales analyst. Analyze the following pipeline overview and create a professional weekly report for the sales team from it. Where information in the pipeline data is missing or unclear, explicitly mark the affected statement as an assumption instead of quietly filling it in.

Pipeline data:
[CRM_DEAL_DATA]

Assess the deals against the following criteria:
Risks: deals with no activity for more than 14 days, deals with a declining win probability, overdue follow-ups.
Opportunities: deals with a value above [MINIMUM_DEAL_VALUE] and a probability above 70 percent, deals close to closing.
Stagnating deals: deals that have stayed in the same stage for more than [STAGNATION_DAYS] days.

Structure the report as follows:
1. Executive summary: three to four sentences on total pipeline value, number of deals and the key findings.
2. Top 3 risks: per deal name, value, reason and recommended action.
3. Top 3 opportunities: per deal name, value and next steps.
4. Stagnating deals: list with recommendations.
5. Summary and weekly priority.

Format the report professionally, with clear headings and bullet points. Stay concrete and action oriented.

Company context: [COMPANY_CONTEXT]

    JSON export

    Setup

    Two routes lead to the same result. Pick the one that fits your setup.

    Suitable when you want to build the workflow in your own automation tool.

    1. Open your workflow tool, for example n8n, Make, Zapier or Langdock.
    2. Create a new workflow and give it a name.
    3. Choose the AI-assisted build option if your tool offers one.
    4. Paste the builder prompt from above in full.
    5. Check the result against the step sequence in this document, then add your access credentials and channels.

    Suitable when you want to take the workflow over unchanged.

    1. Download the JSON file from the JSON export section.
    2. Open the workflow area of your tool and create a new workflow.
    3. Give it a name and confirm.
    4. Open the menu on the workflow name and choose to import a JSON file.
    5. Upload the file, then add your own access credentials.
    6. Run a test before you activate the workflow.

    Last reviewed:

    In the workshop this becomes your method.

    A single prompt becomes a repeatable method. We show that in the workshop From Prompt to Method.

    View workshops

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