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. The CRM must be configured to act as a logic gate that programmatically 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. Validation rules must be used to block state transitions until minimum viable data is present.

RFQ completeness validation:

• Advancing an opportunity to the “Solutioning” stage requires the system to verify the presence of an attached BOM file. If absent, the system should prevent saving and display a clear error message (e.g. “Upload BOM to proceed”).
• An empty EAU (Estimated Annual Usage) field must block the creation of a Quote, as accurate volume pricing is impossible without volume data.
• Entering the Negotiation stage with the Competitor field still marked as “Unknown” should automatically flag the record for review by the Sales Manager.

Strict Constraint

“Required Fields” must not be used on the initial lead creation or dummy data will be entered just to save the record. Requirements must be applied only at specific Stage Gates (e.g. moving from Qualification to Quoting).

Phase 2: financial governance (approval routing)

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

Dynamic approval routing

The approval request must be configured to trigger automatically based on the projected Gross Margin (GM%) and the Total Contract Value (TCV).

• Quotes presenting a GM% ≥ 20% and a TCV < $50k can be safely auto-approved by the system (Fast Track).
• Quotes falling to a GM% < 15% or exceeding a TCV of > $100k must be locked and automatically routed to the Sales Director for review.
• Quotes dropping to a GM% below 5% (indicating a Strategic Loss) require direct routing for approval to both the VP of Sales and the CFO.

Quote expiration controls:

The system must be configured to automatically update a Quote’s status to “Expired” once its Validity Date has passed. This critical control prevents customers from accepting aging quotes after material prices have potentially spiked.

Phase 3: velocity enforcement (SLA timers)

Silence is a risk. Time-based triggers must be used to force action on stagnant items.

Stagnation alerts:

Opportunities lingering in the “Proposal” stage for more than 30 days carry a high risk of being lost. Upon exceeding this 30-day threshold, the system should automatically generate an “Update or Close” task for the Owner and simultaneously dispatch an alert to the relevant Manager.

Complaint escalation controls:

Opening an 8D Case Status should initiate a 24-hour countdown timer. Failure to upload the D0 Containment documentation within this 24-hour window must trigger an immediate email alert to the Quality Director and Plant Manager. Breaching containment signifies a critical operational failure that demands immediate leadership visibility.

Phase 4: the handoff automation

The transition from “Sales” to “Operations” is the highest friction point. The cloning of data must be automated to prevent manual entry errors.

Project initialization workflow:

Changing an Opportunity Stage to “Closed Won” should automatically generate the corresponding “Project Object” (NPI). The system must clone critical fields (e.g. BOM Link, Tech Spec Link, EAU, Target Price) from the Opportunity to the new Project and automatically create a “Schedule Kickoff Meeting” task assigned to the Program Manager.

Automation specification table

Object	Trigger / Event	Condition	Automated Action	Business Logic
Account	New Record	Region = Empty	Block Save	Prevents “homeless” accounts that screw up territory reporting.
Quote	Stage Change	Stage = “Sent to Customer”	Lock Record	Ensures the Quote in CRM matches exactly what the customer received.
Quote	Save	Payment Terms > 60 Days	Approval Request	Finance must approve extended credit risk.
Complaint	Creation	Severity = Critical	SMS/Slack Alert	Immediate notification to Exec team for safety/liability issues.
QBR	Date	90 Days since last QBR	Create Task	Reminder to schedule the next Quarterly Business Review.
Project	End Date	Status = Active	Email Alert	Warns Project Manager that project is overdue; prompts for timeline update.

---

Recap: Automation Rules for Stage Gates, Approvals, and Escalations

Object	Trigger / Event	Condition	Automated Action	Target / Recipient
Opportunity	Stage Change to “Solutioning”	BOM file not attached	Block Save	System (Error Message)
Quote	Creation	EAU field is empty	Block Creation	System
Opportunity	Stage Change to “Negotiation”	Competitor field = “Unknown”	Flag for Review	Sales Manager
Quote	Save / Calculation	GM% ≥ 20% and TCV < $50k	Auto-Approve	System (Fast Track)
Quote	Save / Calculation	GM% < 15% or TCV > $100k	Lock & Route for Approval	Sales Director
Quote	Save / Calculation	GM% < 5%	Route for Approval	VP of Sales & CFO
Quote	Validity Date Passed	Status != “Expired”	Update Status to “Expired”	System
Opportunity	Stage = “Proposal” for >30 days	No stage change	Create “Update or Close” Task & Alert	Owner & Manager
8D Case Status	Creation	D0 documentation not uploaded within 24h	Send Email Alert	Quality Director & Plant Manager
Opportunity	Stage Change to “Closed Won”	N/A	Create NPI Project & “Schedule Kickoff Meeting” Task	System (Program Manager)