Route lists to pipelines and review follow-ups in 6am

Route lists to distinct sales processes and review every open opportunity so the next action has a clear owner and deadline.

• System: app.6am.ag
• Owner: the person responsible for the company's sales review.
• Outcome: every pipeline reviewed, with assigned follow-ups and no duplicate work.

1. Verify the company and destinations

Open the dashboard and select the correct company. In Sales pipelines, check active pipelines and their stages. Separate processes when their stages or operations genuinely differ, for example New business and Customer expansion. Won and lost are opportunity statuses, not mandatory stages.

Agree with the team who owns each process and which deadlines must be met. A company can have multiple pipelines; the same contact can have opportunities in different pipelines.

2. Send each list to its appropriate pipeline

1. Open Smart lists, click View contacts on the intended row and check the selected list filter, result count and members. Return to the list before sending. Archived contacts are excluded from the send.
2. On the list row, click Send to pipeline. Select an active pipeline, stage and current member with permission to manage contacts.
3. Enter a concrete First task, such as “Confirm interest and record the next step”, and choose the Due date. This is a calendar date without a time; overdue filters use the server's UTC day.
4. Click Preview send. Check current total, new opportunities/tasks, skipped contacts, pipeline, stage and owner. Correct any mistakes and generate another preview.
5. Click Confirm send. The system validates everything again and creates an open opportunity and initial pending task for each eligible contact in one transaction. If the destination stage has a cadence, its activities are created separately. Check both before adding another task.
6. Repeat for the other list, choosing its own pipeline, stage, owner and task.

Operational example: Consulting leads list → Consulting pipeline → Qualify stage; Customers interested in training list → Training pipeline → Discovery stage. Do not send everyone to one process simply because they belong to the same company.

Important sending rules

• Sending is manual and uses current contacts. Contacts joining the list later require another send; there is no continuous synchronization.
• The limit is 500 contacts per list sent. For larger lists, refine filters into segments; the system never silently truncates the batch.
• Contacts with any opportunity in the destination pipeline, open or closed, are skipped. Contacts previously sent by a list to that destination are also skipped, even if their opportunity was later moved.
• Repeating a send does not reopen deals, move existing opportunities or recreate their tasks. Overlapping lists follow the same rule.
• A preview lasts 10 minutes. Changes to data, list or destination may require a new preview. Generate it again after expiry or a system update.
• The source list's name remains in the opportunity history. Creating a task does not message the contact.

3. Review one pipeline at a time

In Sales opportunities, filter by Pipeline and Status: Open. Check the total and review every page, including opportunities without an obvious issue.

Read stage, owner and Next action. This column shows the pending task with the earliest due date; completed or cancelled tasks do not appear as the next action. Open Follow-up tasks to check all tasks for an opportunity before creating another. Use Source list to trace a batch where applicable.

Under Needs attention (open), review separately:

• No eligible assignee: assign a current member with the necessary permission.
• No pending task: confirm the context and create the required action with an owner and date.
• Overdue: check missed work and the actual customer commitment.

Clear the attention filter when done so a partial queue is not mistaken for the complete pipeline review. Record age or an internal edit does not prove the latest customer conversation; confirm context with the owner and record facts in internal notes.

4. Prioritize and perform follow-ups

In Follow-up tasks, select the pipeline. Handle missed promises and overdue tasks first, then Today (UTC). Use Upcoming (UTC) to check future commitments without bringing them forward unnecessarily. Clear previous filters when switching queues.

Reuse a valid task for the same action. Correct owner, title, notes and date where needed, without concealing delays or changing a promise without agreement. Perform the work through the agreed channel before marking it Completed; use Cancelled when the action no longer applies. This module does not send messages or automatic reminders.

Update stage/status only when supported by the sales process. Check the source stage’s cadence and acceptance requirements before advancing or winning; see SOP 106. Losing requires a reason. Closing an opportunity cancels pending cadence activities and preserves completed activities and independent tasks. Review independent tasks explicitly: complete work actually performed or cancel work that no longer applies. A closed opportunity may therefore still have a pending next action.

5. Completion criteria

Every open deal in the pipeline has been reviewed; those requiring work have an appropriate task, valid owner and deadline; duplicates were avoided; future commitments were preserved. Repeat for each pipeline and arrange the next review in the team's existing calendar. Do not create a fictional opportunity merely to remind the team about the review.

Related procedures

• SOP 005 — Set up pipelines and stages in 6am
• SOP 103 — Manage opportunities in 6am
• SOP 104 — Manage tasks in 6am
• SOP 106 — Manage cadences, stage acceptance and scoring