Three Freshsales triggers check a view in your Freshsales account every 5 minutes:

  • Freshsales · New contact — When a contact is added to a view — checked every 5 minutes.
  • Freshsales · New deal — When a deal is added to a view — checked every 5 minutes.
  • Freshsales · Deal stage changed — When a deal in a view moves to another stage — checked every 5 minutes.

Each one found since the last check starts a run.

Who can do this

Workspace Admins and Editors. Viewers see the trigger and its status but cannot change it. Freshsales is a premium service, marked ◇: you can set the trigger up and test it on any plan; publishing asks for a paid plan.

Before you start

A Freshsales connection — see Connect Freshsales.

Steps

  1. Open the workflow in the designer and open the trigger picker — Browse all triggers on an empty workflow, or select the trigger and Change how it starts.
  2. Under Freshsales, select the event. Or type Freshsales in Search triggers.
  3. In Connection, choose your Freshsales connection.
  4. In View, choose the view to watch — All Contacts for every contact, or All Deals for every deal. The view to watch — All Contacts for every contact, or one of your own to narrow it.
  5. For Deal stage changed: optional, in Moved to, choose a stage — Closed won. Each stage shows its pipeline. Only moves to this stage. Empty: any move. The stage before comes from what the trigger last saw of the deal.
  6. Open the Output tab. Under Test with a real one, select Fetch a sample. The newest contact or deal in the view comes in, and Test run starts with it.
  7. Add the steps, test, then Publish.

What the trigger gives

The contact or deal, as the Freshsales steps give it — id, url, each field by its API name, custom fields beside them, createdAt and updatedAt, and for a deal stageName. Deal stage changed also gives stage — the stage it moved to — and previousStage, the one before: Negotiation. A sample from Fetch a sample has previousStage empty.

What happens next

  • The first check after publishing only notes the time. Contacts and deals already there never start a run — only ones added, or deals moved, after you publish. Until then the panel says Starts with what arrives after you publish — nothing already there sets it off. For Deal stage changed, the first check also notes each recent deal's stage.
  • Each find starts one run, named after it — New contact · Rohan Mehta, New deal · Northwind Logistics — fleet tracking, Deal stage changed · Northwind Logistics — fleet tracking · Negotiation → Closed won.
  • Up to 100 runs start from one check; the rest wait for the next, in order.
  • A check that finds nothing starts no run and costs nothing.
  • The trigger's Settings show what it is doing — Checking every 5 minutes — Last checked 10:45 · next 10:50 — and its Recent checks.

Good to know

  • Every 5 minutes, on every paid plan. Freshsales' triggers have no Checks choice.
  • Each check looks a minute further back than the last, so nothing Freshsales was still saving is missed — and nothing found before is run twice.
  • The stage before is what the trigger last saw. It remembers the stage of up to 2,000 recently changed deals. A deal it has never seen starts a run when its stage changed more than a minute after it was made, with previousStage empty; a new deal's first stage is not a move.
  • A deal that moves twice between checks starts one run, from the stage the trigger last saw to the stage it is in now.
  • Changing the view or the stage and publishing starts again from then.
  • Runs start in Production and count in the month's allowance.

If something goes wrong

What you see Why What to do
Nothing matches yet — add one, then fetch again. The view has no contact or deal. Add one in Freshsales, then Fetch a sample.
View is empty. Choose one from the list. No view is chosen. Choose the view.
Nothing to pick — "This account has no deal views." Freshsales lists no views of that kind for this key. Check the connection's user can see views in Freshsales.
Not checking since 10:45 with Freshsales refused: … Check the connection's details on Connections. Nothing is lost — what arrives meanwhile is picked up by the first check that works. The key was reset. Select Reconnect and fill in the new key, then Check now. See When an app trigger stops checking.
Publishing stops — "“New deal” needs a paid plan. Change the plan, or remove it and publish the rest." The company is on the Free plan. Ask the company Owner to change the plan; see Premium connections on the Free plan.
Runs show Skipped — "… needs a paid plan, so the run was skipped." The plan moved back to Free. Change the plan; the workflow runs again from its next trigger.