Pipedrive Stale Deal Detector

Overview

This flow stops Pipedrive deals quietly rotting. On a daily schedule it pulls every open deal, computes how long each has gone without activity, and acts on the stale ones: it reminds the deal owner in a Teams channel, automatically schedules a follow-up activity in Pipedrive, and escalates deals stalled well beyond their limit to the sales manager by email.

Why it matters: Stalled deals are silent revenue leakage. Stage-aware thresholds plus automated nudges and manager escalation keep the pipeline active and surface deals that need help — with zero manual review.

Flow state: Off (demo) — going live requires only authorizing the three connections and setting the environment-variable values.

Use Case

A sales team wants automatic detection and nudging of inactive deals, with per-stage inactivity limits (early-stage deals tolerate longer gaps than late-stage deals) and manager escalation when a deal chronically stalls. Built for Sales Teams and Project Managers.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Pipedrive	shared_pipedrive	ListStages ListDeals AddActivity
Microsoft Teams	shared_teams	PostMessageToConversation
Office 365 Outlook	shared_office365	SendEmailV2

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Per-stage tuning

Edit varStageThresholdMap (keyed by Pipedrive stage_id) and varDefaultStaleDays to match your sales motion; raise varEscalationMultiplier to escalate less aggressively.

Direct-message the owner

Replace the channel post with a Teams chat or Outlook email to user_id.email for a private nudge instead of a channel reminder.

Value-weighted escalation

Add a Condition on the deal value so only high-value stalls escalate to the manager.

AI re-engagement draft

Insert an Azure OpenAI step to draft a tailored re-engagement email per stale deal.

Auto-recycle

Use Pipedrive UpdateDealStatus/UpdateDealStage to move deals stalled beyond a hard limit to a Lost/recycle stage.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

@div(sub(ticks(utcNow()), ticks(outputs('Compose_Last_Activity_ISO'))), 864000000000)

@int(coalesce(json(variables('varStageThresholdMap'))?[string(items('Apply_to_each_Open_Deal')?['stage_id'])], variables('varDefaultStaleDays')))

@mul(outputs('Compose_Stage_Threshold'), variables('varEscalationMultiplier'))

greaterOrEquals(outputs('Compose_Days_Stale'), outputs('Compose_Stage_Threshold'))

@coalesce(first(body('Filter_Stage_Name'))?['name'], 'Unknown')

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