Send Email Notification - Time Based Workflow

Question

Hi,
I have a requirement similar to the ones posted on this thread Re: Send notification on pre-defined date
but have couple of questions on the logic. Can anyone please suggest a solution for this requirement
The requirement is to send an email notification to an owner if the Opportunity remains with sales Stage = "Inquiry" for more than 90 days.
Here's what I tried
Work Flow Name - Opp Closure - New
Trigger Event - When New Record Saved
Rule Condition : Sales stage = "Inquiry" and modified date = Created date
Action
Wait -
Period - 90 days
Send Email
Wait 7 days
Updates Slaes Stage from " Inquiry" to "Closed/Lost"
The above workflow will take care of New opportunties that are created and never modified
I am having issues figuring out the logic for modified record
Work flow Name - Opp Closure - Mod1
Trigger Event - When Modified Record Saved
Rule condition : sales Stage = "Inquiry" and <IndexedBoolean> IS NULL or <IndexedBoolean> = "N"
Action
Wait - 90 days
Workflow Name - Opp Closure - Mod2
Trigger Event - When Modified Record Saved
Rule Condition : Sales stage = "Inquiry" and <IndexedBoolean> IS NULL or <IndexedBoolean> = "N" and (today()-<LastUpdate>) > 89
Action
Wait - 0 days
Send Email
Wait 7 days
Updates Slaes Stage from " Inquiry" to "Closed/Lost"
Update IndexedBoolean = 'Y'
But here I am confused about a scenario where after waiting for 90 days when it exceutes Opp Closure - Mod2 and if its been 20 days since the record was last modified, the condition fails and actions do not get executed which is fine but what if the record is never modified after that period and remains in Inquiry status , how will I capture that scenario and execute the workflow actions. Please advise
Regards,
SKJ

Answer 1

Hello SKJ
Your requirement is to send an email notification to an owner if the Opportunity remains with sales Stage = "Inquiry" for more than 90 days.
New Record Saved.
This means even the opportunity can be modified but the sales stage should not change. For e.g. when i create a new record, I can have the sales stage as "Inquiry" and save. At a later date I can modify the description of the opportunity (this would change the modified date), but the sales stage remains at Inquiry. Thus the notification should go 90 days after the sales stage has been set and not since last modified date. Keeping this in mind the condition the rule condition "Rule Condition : Sales stage = "Inquiry" and modified date = Created date" needs to be modified as Sales stage = "Inquiry".
Coming to Modified Condition:
Trigger Event - When Modified Record Saved
Rule Condition : (PRE('<SalesStage>')<>[<SalesStage>] AND [<SalesStage>]="Inquiry") OR ([<SalesStage>]="Inquiry")
Wait 90 Days
Revaluate Conditon = 'Y'
Action Send Email Notification
Explanation
When you set the sales Stage as "Inquiry", the condition (PRE('<SalesStage>')<>[<SalesStage>] AND [<SalesStage>]="Inquiry") would be satissfied and then the workflow would trigger. After 90 days if the sales stage is still in "Inquiry", the second part of the condition "[<SalesStage>]="Inquiry" would be satisfied and the email notification would be sent. If the sales stage has been changed to other sales stage, then the condition would fail and the notification would not be sent.
Regards,
Paul Swarnapandian