Each record then shows the step it is currently in at the top of its page, and the same value appears as the last column of the list view. You decide what each step means by choosing conditions, the same way you build a list view filter. Tip: Nothing is saved onto your records. A record's stage is worked out each time you open it, so it keeps itself up to date as the record's information changes.
Where to find it
1. Open Settings.
2. Go to Module Management, then Module Layouts & Fields.
3. Pick the module you want in the Select Module list, for example Intake Opportunities. 4. Open the Pipeline Stages tab.
The tab shows the stages already set up for that module, in the order they run. Choose How this works at any time for a short reminder of the rules.
The Pipeline Stages tab with four stages set up for Intake Opportunities.
Add a stage
1. Choose Add Pipeline Stage on the right of the tab.
2. Type a Stage Name. This is the wording people will see on the record and in the list. 3. Leave the switch on Active so the stage is in use, or set it to Inactive to park it.
4. Under All Conditions, pick a field, choose an operator such as equals or is not empty, and choose the value
Pipeline Stages or values it must have.
5. Choose Add Condition to combine more than one field.
6. Choose Save Stage.
Every condition under All Conditions must be true for the stage to apply. If you also add rows under Any Conditions, at least one of those must be true as well. Fields you do not mention are simply ignored by that stage.
A stage that applies when Sales Stage is Admitted and Admitted Status is In Treatment.
Use a field from a related record
A stage can also look at a record that is linked to yours, or at records that belong to it. Choose the module in the Related modules box and its fields become available in the condition rows, shown with the link they come through. - A linked record, for example, the Referral Source on an intake, is checked directly.
- For records that belong to yours, for example VOBs, the stage applies when at least one of them meets the condition.
The Related modules box lists the links available on this module.
Put the stages in the right order
Order matters. A record shows the LAST stage in the list whose conditions it meets, so it moves forward on its own as its information changes. Drag a stage by the handle on its left to move it. The counter beside the button shows how many stages you have; a module can have up to ten.
What people see on a record
The stage bar sits at the top of the record, above the tabs. The current step is highlighted, earlier steps are shaded as completed, and later steps are greyed out. If a record meets no stage at all, the bar is shown with nothing highlighted.
This record is In Treatment. The fields underneath show exactly why: Sales Stage is Admitted and Admitted Status is In Treatment.
A record whose Sales Stage is Pending Verification sits on the Verification step.
The stage in the list view
Open a module's list and you will find a Pipeline Stage column at the far right, with the stage shown as a small label on each row. On a wide list, scroll to the right to reach it. The column appears only for modules that have at least one active stage.
The Pipeline Stage column at the end of the Intake Opportunities list.
Turn a stage off, or remove it
- Use the Active switch on a row to take a stage out of use without losing its conditions. It stops appearing on records straight away.
- Use the pencil to change a stage's name or conditions.
- Use the bin to delete a stage. Your records keep all their data; they are simply measured against the stages that remain.
If you turn off every stage for a module, the bar and the list column disappear and the module goes back to looking exactly as it did before.
The Discharged stage set to Inactive. Its row is dimmed and the change is confirmed at the top of the screen.
On a phone or tablet
The tab works at small sizes: each stage's name, switch and buttons stay on one line with its conditions underneath, and the stage bar on a record can be swiped sideways when there are more steps than fit.
The Pipeline Stages tab at phone width.
Good to know
Question Answer
Does this change my records? No. Nothing is written to a record. The stage is worked out when the page is opened.
How many stages can I have? Up to ten for each module. Delete one before adding another if you reach the limit.
Can two stages apply at once? Yes, and the one further down your list wins. That is what lets a record move forward.
Can I use it in Reports? Not in this release.
Why does a stage never light up? Either its conditions match no record, or it uses a field that has since been deleted. In that case the tab shows a warning on the row and the stage is
skipped until you fix it.
Who can set this up? Administrators, in Settings.
If something looks wrong
The tab is not there at all.
The update for this feature has not reached your instance yet. Once it has, the Pipeline Stages tab appears next to Kanban Board and Screen Flows.
The bar is not on my records.
Check that the module has at least one stage set to Active. With no active stage the bar is hidden on purpose. An intake record shows the old three-step bar.
That is the previous fixed bar, and it keeps working until you set up stages for Intake Opportunities. Adding stages replaces it; turning them all off brings it back.