If you lead or support a B2B sales team, you know the difference between a process that actually helps—and one that just adds more steps. This guide is for anyone who's tired of rigid CRMs and wants to cut the busywork. I'll walk you through setting up custom workflows in Myteamfluence, with honest advice on what matters, what doesn't, and how to avoid common mess-ups.
Why Custom Workflows Matter (and When They Don't)
Before you start clicking around, ask yourself: What do you want to actually fix? If your team is already hitting quota and no one complains about process, you might not need a new workflow. But if leads slip through the cracks, deals stall, or reps invent their own systems, it's probably time.
Custom workflows in Myteamfluence let you:
- Match your sales stages to reality—not someone else’s template.
- Cut steps you’ll never use.
- Make sure follow-ups actually happen.
- Track what counts (and ignore what doesn’t).
But don't expect workflows to fix a broken product, bad leads, or a team that hates change. They're tools, not magic.
Step 1: Map Your Actual Sales Process First (Don’t Skip This)
Most teams mess up by building a workflow before they agree on what really happens. Don’t start in the app yet. Instead:
- Grab a whiteboard or shared doc.
- List out every step from “new lead” to “closed-won” (and “closed-lost”).
- Get input from reps, not just managers. They know where the real work happens.
- Be honest about what steps you ignore in practice. If no one ever updates a certain field, leave it out.
Pro tip: If your sales process changes every quarter, keep your workflow loose—don’t automate yourself into a corner.
Step 2: Get Into Myteamfluence and Find the Workflow Builder
Now you’re ready to log in and actually build. In Myteamfluence, the workflow builder isn’t buried, but here’s the fastest way:
- Go to your team dashboard.
- Click on “Workflows” in the main sidebar.
- Hit “Create New Workflow.”
You’ll see a blank canvas or a few templates. Ignore the templates unless they’re a perfect fit (they rarely are).
Step 3: Lay Out Your Sales Stages (Keep It Simple)
Start by adding each stage from your mapped process. Typical B2B stages might look like:
- Lead In
- Qualified
- Demo Scheduled
- Proposal Sent
- Negotiation
- Closed-Won
- Closed-Lost
Drag and drop to reorder. Rename anything that doesn’t quite fit. Don’t add “nice to have” stages you’ll never use—more steps means more things to break.
What works: 5–7 stages is usually enough. If you have more, ask if you’re splitting hairs.
Step 4: Add Triggers and Actions (But Don’t Go Crazy)
This is where Myteamfluence lets you automate. For each stage, you can set up:
- Triggers: What moves a deal forward? (e.g., a field updated, an email sent)
- Automated Actions: What should happen automatically? (e.g., assign a task, send a Slack alert)
A few useful automations:
- Auto-assign follow-up tasks when a deal moves to “Qualified.”
- Send a reminder to the deal owner if no action in 3 days.
- Alert your manager when a deal hits “Proposal Sent.”
What to ignore: Over-automating. If every tiny action pings someone or creates a task, people will tune it out. Focus on points where deals get stuck or forgotten.
Step 5: Set Fields and Requirements (Just the Essentials)
Each stage can have required fields. Don’t turn this into a data-collection contest. Only make fields mandatory if:
- They’re critical for handoff (e.g., contract value before “Proposal Sent”)
- They help reporting (e.g., deal source at “Qualified”)
- Legal or compliance demands it
Everything else? Leave it optional or skip it.
Honest take: The more you require, the more reps will fudge the data. Trust, but verify.
Step 6: Assign Owners and Collaborators
Decide who owns each stage or action. In B2B sales, deals often pass from SDRs to AEs to maybe even legal or finance.
- Set default owners, but allow overrides.
- Add collaborators for tricky deals, but don’t CC the whole company.
- Make it clear who’s on the hook at each step.
This is where accountability lives or dies. If everyone owns it, no one does.
Step 7: Test the Workflow (Break It on Purpose)
Before you roll this out, run a few fake deals through the workflow. Try to break it:
- Move a deal forward without filling required fields—what happens?
- Leave a deal idle—do reminders fire?
- Try skipping stages—does it let you?
Get a couple of reps to try, too. Watch where they get stuck or annoyed. Fix those spots.
Pro tip: Don’t be afraid to delete and start over. The first draft is rarely right.
Step 8: Roll Out—With Minimal Training
You shouldn’t need a workshop to explain this. If you do, your workflow is probably too complex. Instead:
- Send a one-pager with screenshots.
- Walk through it in your next team meeting.
- Let folks ask questions, and note any confusion for quick tweaks.
If people are still frustrated after a week, simplify. Complexity kills adoption.
Step 9: Track, Tweak, and Ignore Most Reports
Once the workflow’s live, check in weekly for the first month:
- Are deals moving smoothly?
- Any stages always skipped or stalled?
- Are reminders or tasks piling up and never getting done?
Tweak as needed. Don’t get obsessed with every metric—pick 1–2 that matter (like “average days in stage” or “follow-ups missed”).
Honest take: Most reporting dashboards are built for managers, not for closing more deals. Use what actually helps you spot problems, and skip the rest.
Step 10: Iterate—Don’t Be Precious
Workflows aren’t set-and-forget. Sales changes, products change, people change. Schedule a quarterly review:
- What steps are useless?
- Where do deals still get stuck?
- What do reps complain about?
Cut what isn’t working. Don’t keep steps just because you spent time building them.
Keep It Simple, Fix What Matters
Custom workflows in Myteamfluence can make your B2B sales team faster and less forgetful—but only if you keep them grounded in reality. Start small, fix the pain points, and don’t be afraid to kill what isn’t helping. Your reps (and your sanity) will thank you.