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7.2.18 Configure Custom Probability

7.2.18 Configure Custom Probability

As of version 2.119, you can now configure custom probability for your Media Campaigns. Within ADvendio each Media Campaign stage corresponds to a Probability %.

The Media Campaign's probability will be calculated automatically after you have saved the new stage. The default probabilities for the available stages are as follows:

  • First contact - 5%

  • Initial Offer (w/o request) - 10%

  • Stage 20% - 20%

  • Stage 25% - 25%

  • Alternative quote - 30%

  • Stage 40% - 40%

  • Offer on Request - 50%

  • Stage 60% - 60%

  • Showed interest - 70%

  • Stage 75% - 75%

  • Positive Feedback (Agency/Advertiser) - 80%

  • Stage 90% - 90%

  • Booked - 100%

  • IO received - 100%

  • Out of date - 0 %

  • Offer denied - 0 %

However, you can configure your own custom probability using the Custom Probability field on Media Campaign. This field will be respected by the Probability (%) formula field and can be automatically populated using a workflow rule or custom trigger.

For example, you have two custom stages and probabilities which are not reflected in ADvendio default stages; Initial Offer (w request) - 15% and Binding Confirmation - 95%

  • Create two new stages in the Stage picklist on your Media Campaign

    • Navigate to your Setup → Object Manager → Media Campaign → Fields & Relationships

    • Select Stage

    • Scroll to Values, press New

    • Add values for your new stages; Initial Offer (w request),Binding Confirmation

Salesforce is retiring Workflow Rules and Process Builder. Building this automation in a Flow is the recommended and modern approach. Instead of creating multiple workflow rules, we can accomplish the entire process in one record-triggered Flow, which is more efficient and easier to maintain.

We highly recommend to move all your workflows rules to flows

How to create the flows for custom probability stage

Step 1: Create the Record-Triggered Flow

  1. Navigate to Setup > Flows.

  2. Click New Flow.

  3. Select Record-Triggered Flow and click Create.

Screenshot 2025-08-07 at 14.28.53.png

Configure the Flow Trigger

  • Object: Media Campaign

  • Trigger the Flow When: A record is created or updated

  • Set Entry Conditions:

    • Condition Requirements: All Conditions Are Met (AND)

    • Field: StageName (This is the API name for the 'Stage' field)

    • Operator: Is Changed

    • Value: $GlobalConstant.True

  • Optimize the Flow for: Fast Field Updates

Screenshot 2025-08-07 at 14.37.58.png

This configuration ensures the flow only runs when the Stage field on a Media Campaign is changed, which is exactly what we need.

Step 2: Add a Decision Element

A Decision element will check the new Stage value and direct the Flow to the correct update action.

  1. On the Flow canvas, click the + icon after the Start element.

  2. Select the Decision element.

  3. Label: Check Stage Value

  4. API Name: Check_Stage_Value

Configure the Outcomes

We'll create a path for each of our custom stages and a default path for all other stages.

Outcome 1: Initial Offer

  • Label: Initial Offer (w request)

  • Outcome API Name: Initial_Offer_w_request

  • Condition Requirements to Execute Outcome: All Conditions Are Met (AND)

  • Resource: {!$Record.ADvendio__Stage__c}

  • Operator: Equals

  • Value: Initial Offer (w request) (Select the picklist value)

Screenshot 2025-08-07 at 14.48.47.png

Outcome 2: Binding Confirmation

  • Click the + to add a new outcome.

  • Label: Binding Confirmation

  • Outcome API Name: Binding_Confirmation

  • Condition Requirements to Execute Outcome: All Conditions Are Met (AND)

  • Resource: {!$Record.ADvendio__Stage__c}

  • Operator: Equals

  • Value: Binding Confirmation (Select the picklist value)

Default Outcome

  • The final path is the "Default Outcome." We'll leave this as is. It will act as our "reset" rule.

Step 3: Update the Custom Probability Field

Now, add the actions to update the Custom Probability field for each path.

For the "Initial Offer (w request)" Path:

  1. Click the + icon on the "Initial Offer (w request)" path.

  2. Select Update Triggering Record.

  3. Label: Set Probability to 15%

  4. API Name: Set_Probability_to_15

  5. Set Field Values for the Media Campaign Record:

    • Field: Custom_Probability__c (Select your custom probability field)

    • Value: 15

Screenshot 2025-08-07 at 14.50.33.png

For the "Binding Confirmation" Path:

  1. Click the + icon on the "Binding Confirmation" path.

  2. Select Update Triggering Record.

  3. Label: Set Probability to 95%

  4. API Name: Set_Probability_to_95

  5. Set Field Values for the Media Campaign Record:

    • Field: Custom_Probability__c

    • Value: 95

For the "Default Outcome" Path:

  1. Click the + icon on the "Default Outcome" path.

  2. Select Update Triggering Record.

  3. Label: Reset Custom Probability

  4. API Name: Reset_Custom_Probability

  5. Set Field Values for the Media Campaign Record:

    • Field: Custom_Probability__c

    • Value: null/blank

Screenshot 2025-08-07 at 14.51.35.png

Step 4: Save and Activate

Your final Flow should look something like above:

  1. Click Save in the top right corner.

  2. Flow Label: Media Campaign: Update Custom Probability

  3. Flow API Name: Media_Campaign_Update_Custom_Probability

  4. Click Save.

  5. Finally, click Activate to turn your new Flow on.

Now, whenever the Stage of a Media Campaign is updated, this single Flow will handle setting the correct custom probability or clearing it out when needed.

Now, whenever your Stage is set to your custom Stages, the Custom probability field will be updated automatically by your flow rules.

And when your stage is set to a stage other than your Custom stages, the other workflow rule will be triggered to set your Custom Probability to zero.

We highly recommend moving your workflow rule to Flows

  • Create a Workflow Rule for each custom stage of the Media Campaign

    • Navigate to your Setup → Workflow Actions → Workflow Rules

    • Press New Rule

    • Select Object Media Campaign

    • Name your rule

    • Enter evaluation criteria as created, and any time it's edited to subsequently meet criteria

    • Enter Rule Criteria as Run this rule if the criteria are met and where field [Media Campaign: Stage], Operator [equals], Value [one of your new custom stages]

 

  • Then add a Workflow Action: field update to update the field Custom Probability field to 15% when your Media Campaign is at the Stage Initial Offer (w request), this will automatically update the probability (%) formula field

    • Set to Re-evaluate Workflow Rules after Field Change to true

  • Activate your rule

You can create as many custom workflow rules for as many custom stages/probabilities as you would like. However, you also need to create an additional rule to reset the custom probability field for situations where a custom stage should not be reflected in the probability field.

  • Create a new workflow rule as set out above

    • Rule criteria field [Media Campaign: Stage], Operator [not equal to], Value [your custom stages, eg Initial Offer (w request),Binding Confirmation]

    • Workflow Action: Field Update to update the Custom Probability to field blank(null)

    • Re-evaluate Workflow Rules after Field Change set to true

    • Activate your rule