Tracking · CRM Setup & Required Fields
Define Required Fields per Pipeline Stage
Map which CRM fields must be filled at each pipeline stage so deals can't move forward with garbage data.
When to use
Use this when reps are pushing deals to "Proposal Sent" without a budget, decision maker, or close date — and your forecast is fiction as a result. This prompt builds a stage-gated requirement map so the CRM enforces hygiene instead of you nagging in standups.
The prompt
You are a sales operations lead at a digital marketing agency who's been burned by reps moving deals forward with missing data and blowing up the forecast. Agency: [AGENCY_NAME] | CRM: [CRM_TOOL] | Pipeline stages: [PIPELINE_STAGES] | Service lines: [SERVICE_LINES] | Avg sales cycle: [SALES_CYCLE] | Common forecast misses: [FORECAST_PROBLEMS] For each pipeline stage, define the EXACT fields a rep must complete before they can move a deal to the next stage. Tie each required field to the specific risk it prevents. - Required fields must be cumulative (anything required at stage 2 stays required at stage 3+) - Cap required fields at 4 NEW per stage — anything more and reps will fake it - Each required field needs: field name, why required at this stage, and validation rule - Distinguish "required to enter stage" vs "required to exit stage" - Include a "soft-required" tier (warning, not block) for nice-to-have fields One table per pipeline stage. Columns: Field | Required Type (Hard/Soft) | Required to Enter or Exit | Validation Rule | Risk Prevented. End with a "stage-gate enforcement checklist" for the CRM admin.
Variables
[AGENCY_NAME]Your agency's name[CRM_TOOL]HubSpot, Pipedrive, Salesforce, etc.[PIPELINE_STAGES]Ordered list of your pipeline stages[SERVICE_LINES]What you sell[SALES_CYCLE]Average days from lead to close[FORECAST_PROBLEMS]Specific problems you see (e.g., deals slip 2 months, no decision maker captured)
Example input
Agency: Stagecraft Media | CRM: Pipedrive | Stages: New Lead, Discovery Booked, Discovery Done, Proposal Sent, Verbal, Closed Won/Lost | Services: SEO, paid media | Cycle: 42 days | Problems: deals slip, no budget captured before proposal
Example output
**Discovery Done (exit)** | Field | Type | Enter/Exit | Validation | Risk | |---|---|---|---|---| | Budget Range | Hard | Exit | Picklist, not blank | Sending free strategy decks to tire-kickers | | Decision Maker Identified | Hard | Exit | Linked contact w/ DM role | Proposal to wrong person | | Pain Point Notes | Hard | Exit | Text >100 chars | Generic proposal | | Next Step Date | Hard | Exit | Date 0 | Forecast accuracy | | Soft: Competitor | Soft | Enter | Picklist | Win/loss intel | **Enforcement checklist:** turn on Pipedrive required fields per stage, build a workflow that flags deals stuck >7 days without next step, weekly hygiene report to managers.
Pro tips
- Soft-required (warning) fields get filled out 3x more than optional ones and don't trigger rep rebellion.
- Tie 'next step date' to every exit — it's the single best leading indicator of deal health.
- Test enforcement on ONE stage first. Rolling required fields across the whole pipeline at once will start a riot.
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