When the item moves, something happens: document chasers, milestones and billable rows
Three Make scenarios act when a CRM item moves or completes: chase a prospect for the right documents by pathway, advance a course stage once its sub-items are done, and create a billable row from a completed ticket.
Where this applies
Any team that runs a pipeline in a CRM and wants a stage change to trigger the right email, follow-up or record.
- pathways, one email template each
- 6
- follow-up date set on each chase
- 2 days
- runs, no errors
- 17
The problem
A pipeline in a CRM is a set of promises: when a lead reaches this stage, someone does that. Left to memory the promises are kept unevenly, and the ones that need a tailored email (which documents does this prospect need?) are the easiest to skip.
The stage change is the event. The job is to make the right thing follow it, and to record what was done where the team can see it.
What we built
Triggered by a move
The document chase fires when a lead is moved from one specific group to the 'Document Follow Up' group, with a filter on both the source and the destination, so the many other moves on the board do nothing. A second filter requires an email address.
A template per pathway
Six routes, chosen by the lead's pathway, each send a tailored HTML email from a shared Outlook mailbox listing the documents that pathway needs (downloading a template or guide first where the pathway calls for one), with a fast-track variant.
A follow-up date and an audit trail
Each route sets the lead's follow-up date two days ahead and logs the email text on the item's timeline through the CRM's GraphQL API, so the sales team can see exactly what was sent, and attaches the files in an update where there were any.
Milestones and billable rows
A second scenario advances a course's stage once none of its sub-items is Pending. A third turns a completed ticket into a 'Not Billed' row on a billing tracker.
The outcome
The document chase has 17 runs and 21 operations with no errors: most runs stop at the first filter, because the move was between other groups.
The milestone and billable-row scenarios are built and have not yet run.
Where it stops
A pathway that matches no route is skipped silently, and nothing stops a lead moved in twice from being emailed twice. Groups, assets and the timeline reference are fixed in the scenario, so restructuring the board would break it. The billable row is not yet connected to invoicing, and none of the scenarios has an error route. A weekly funnel-counter pair is not described.
Built with
- Make.com
- monday.com
- GraphQL API
- Microsoft Outlook
Patterns used
- Trigger on a move
- Template by pathway
- Timeline as audit trail
Page copy drafted with AI assistance. Skofi is accountable for it. Editorial policy
Have something shaped like this?
If any part of the above resembles a problem you are living with, a short call is the fastest way to find out whether it is the same problem underneath.
What happens on the call
- 15 minutes, no deck
- We map the process on the call
- A written scope, or an honest no