6.2 Automation Rules: Stage Gates, Approvals, & Escalations

Manual enforcement of process discipline is a single point of failure. Human memory is fallible; code is not. Configure the CRM to act as a logic gate that physically prevents non-compliant actions (e.g., sending a loss-making quote) and enforces velocity through automated escalation.

Phase 1: Input Validation (The Iron Gate)

Garbage data at the entry point corrupts the entire downstream chain. Use validation rules to block state transitions until minimum viable data is present.

RFQ Completeness Logic

• IF Stage moves to "Solutioning" AND [BOM_File] is Empty → THEN Prevent Save + Error Message: "Upload BOM to proceed."
• IF [EAU_Field] is Null → THEN Block Quote Creation. (Cannot price volume without volume data).
• IF [Competitor_Field] is "Unknown" at Negotiation Stage → THEN Flag for Sales Manager Review.

Pro-Tip: Do not use "Required Fields" on the initial lead creation or sales reps will enter dummy data just to save the record. Apply requirements only at specific Stage Gates (e.g., moving from Qualification to Quoting).

Phase 2: Financial Governance (Approval Routing)

Protect margin by automating the authority hierarchy. A sales representative should never have the permissions to unilaterally approve a negative margin deal.

Dynamic Approval Matrix

Configure the approval request to trigger automatically based on the Gross Margin (GM%) and Total Contract Value (TCV).

• IF GM% ≥ 20% AND TCV < $50k → THEN Auto-Approve (Fast Track).
• IF GM% < 15% OR TCV > $100k → THEN Lock Record + Route to Sales Director.
• IF GM% < 5% (Strategic Loss) → THEN Route to VP of Sales + CFO.

Quote Expiration

• Trigger: [Quote_Validity_Date] reached.
• Action: Auto-update Status to "Expired."
• Why: Prevents customers from signing 6-month-old quotes after material prices have spiked.

Phase 3: Velocity Enforcement (SLA Timers)

Silence is a risk. Use time-based triggers to force action on stagnant items.

The "Rotting" Alert

• Context: Opportunities that sit in "Proposal" stage for > 30 days are likely dead or at risk.
• Logic: IF [Stage_Duration] > 30 Days → THEN Task: "Update or Close" assigned to Owner + Alert to Manager.

Complaint Escalation (8D Clock)

• Trigger: 8D Case Status = Open.
• Timer: T + 24 Hours.
• Logic: IF [D0_Containment_Uploaded] = False → THEN Email Alert to Quality Director + Plant Manager. (Breach of containment is a critical operational failure).

Phase 4: The Handoff Automation

The transition from "Sales" to "Operations" is the highest friction point. Automate the cloning of data to prevent manual entry errors.

Won Deal → Project Launch

• Trigger: Opportunity Stage set to "Closed Won."
• Action 1: Auto-Generate "Project Object" (NPI).
• Action 2: Map/Copy fields: [BOM_Link], [Tech_Spec_Link], [EAU], [Target_Price] from Opportunity to Project.
• Action 3: Create Task: "Schedule Kickoff Meeting" assigned to Program Manager.

Automation Specification Table

Final Checklist