Automating Your Pipeline

Workflows keep your pipeline current with no manual work. They add the strong matches and sort them with tags. They move pursuits forward and give each pursuit an owner and its first tasks. This guide shows the common pipeline automations and the settings for each one.

Pick the trigger

Each pipeline automation starts from one trigger:

You want to act when	Trigger
CLEATUS finds a new match, before it is a pursuit	New recommendation
A contract enters the pipeline	Contract added to pipeline
A pursuit moves to a different column	Pursuit phase changed
A pursuit is archived	Pursuit archived
A teammate uploads a file to a pursuit	Pursuit document uploaded
You choose, on one pursuit	Manual trigger

The pursuit steps, such as Update Pursuit and Create Task, need a Pursuit ID. The pipeline triggers supply it. The New recommendation trigger does not, because the contract is not a pursuit yet. Put Add to Pipeline first, and the later steps use the pursuit that it creates.

Add strong matches to the pipeline

The Auto-Add to Pipeline template adds each new recommendation above a minimum score.

Add to Pipeline adds the tags to the tags that a pursuit already has. It never removes a tag. If the contract is already in your pipeline, the step does not add a second pursuit. It still adds the tags. A pursuit that a workflow adds sends the same pipeline notifications as a pursuit that a teammate adds.

To add only some of the matches, put a condition before Add to Pipeline. For example, add a Filter step that keeps only small business set-asides. To let an AI Agent step decide, start from the PWin Scoring Agent template instead. It adds a contract only when its probability of win (PWin) is 70 or higher. See Starting from a Template.

Act on a phase change

A Pursuit phase changed workflow runs each time a pursuit moves to a different column. To act on one column only, add a Filter step first.

To move a pursuit from a workflow, add a Change Phase step and choose the Target Column. That move can start other workflows that use the Pursuit phase changed trigger. CLEATUS does not start the same workflow twice in one chain of events.

Keep pursuit details current

The Update Pursuit step changes the details of a pursuit as your workflow learns more.

1. Add an Update Pursuit step, and choose the Pursuit ID from the trigger or an earlier step.
2. Under Fields to update, add only the fields to change: Estimated value (low and high), Title, Posted date, Due date, or Set-aside.
3. Enter a fixed value, or use a value from an earlier step. Pick Set-aside from the list.

Fields that you do not add keep their values. If a value is not valid, the step skips that pursuit and the workflow continues. Update Pursuit changes only your pursuit. The shared contract record does not change.

For example, an AI Agent step can estimate the contract value from the solicitation. Add two Number fields to its Output schema, one for the low value and one for the high value. Then Update Pursuit writes them to Estimated value.

Act on a new file

The Pursuit document uploaded trigger runs when a teammate uploads a file to a pursuit. Teammates upload on the pursuit's Document Viewer tab with Upload a Document, or they drop files onto the User-Uploaded Documents list. See Organizing Pursuit Documents.

1. On the New workflow page, click Start from scratch. Under Pipeline, click Pursuit document uploaded.
2. Click the trigger. Under File types, select the types that start a run, for example .pdf and .docx. If you select none, every file type starts a run.
3. Add the steps. For example, a Slack Message can name the file and the uploader. A Create Task step can assign a review.

Each file starts its own run. Files that CLEATUS brings in from the solicitation do not start a run. Filter with File types, not with a condition step. A file that a later step drops still counts as a run.

Create tasks

The Create Task step adds a task to a pursuit. Set these fields:

• Title and Description (optional). Both can include values from earlier steps, such as the contract title.
• Assignees: the teammates who own the task.
• Created by: the teammate the task is attributed to. This field is required.
• Due date: a date, or a date from an earlier step, such as the deadline date from the trigger.

The task shows on the pursuit and on Pipeline > Tasks. See Managing Tasks.

Set a custom field

The Set Field step writes one of your custom fields. Choose the Record Type (a pursuit, person, company, or agency), the Field, and the Value. For a pursuit, leave Pursuit ID empty to use the pursuit that the workflow runs on.

For example, an AI Agent step can score a pursuit. Then Set Field writes the score to your PWin field. See Adding Custom Fields.

Run a workflow on one pursuit

Some work is on demand, for example a capture brief before a gate review. Build it as a workflow with the Manual trigger, then run it from the pursuit:

1. Open the pursuit and click Run Workflow.
2. Select a workflow from Manual Workflows. Only live workflows can run. Draft and paused workflows are greyed out.
3. Click View run in the confirmation to follow the run in a new tab.

The pursuit and its contract details go to the workflow. Its steps can use the Pursuit ID from the trigger.

Related guides

• Workflows
• Creating a Workflow
• Managing Your Workflows
• Starting from a Template
• Adding a Contract to Your Pipeline
• Customizing Your Pipeline Board
• Finding Recompetes and Forecasts