Automating your workflow in Pipedrive: A comprehensive guide

Automation can significantly streamline your business processes, saving you time and reducing errors. In this blog post, we’ll explore different types of automations available in Pipedrive, focusing on native automations and how you can integrate them with tools like Zapier. Whether you’re a beginner or an advanced user, you’ll learn how to leverage Pipedrive’s automation features to enhance your productivity.

Understanding native automations in Pipedrive

Pipedrive offers various native automations that can be easily set up to handle repetitive tasks automatically. You can find these automations in the « Automations » section, accessible from the main menu. Depending on your settings, this can be found under the three dots menu or as a quick link. Once there, you’ll see a list of available templates to choose from.

These templates are pre-built automation scenarios that save you time by providing ready-to-use setups for common actions. For example, one template automatically assigns leads or deals to specific users as they enter your system. You can select a template that suits your needs and customize it further.

Creating custom automations

While templates are great for quick setups, Pipedrive also allows for custom automation creation. Here’s a simple example of how you can set up a custom automation:

1. Choose a Trigger: Start by selecting a trigger. A trigger is an event that sets off the automation, such as a deal being added or updated, or an activity being marked as done.
2. Define Actions: Once the trigger is defined, you can specify what actions should be taken. For instance, when a deal moves to the “Contact Made” stage, you might want to automatically create a follow-up activity. You can customize the title, type of activity, and due date. You can also specify dynamic fields like the contact name to personalize the activity.
3. Schedule Follow-Ups: You can set conditions like due dates, specify whether weekends should be skipped, and select a time zone for the activity. This flexibility allows you to schedule follow-ups in a way that aligns with your workflow and time management needs.

Advanced automation features

Beyond the basics, Pipedrive offers more advanced automation capabilities:

1. Date-Based Triggers

You can set up automations based on specific dates. For instance, if you have a yearly billing cycle for a client, you can create an automation that triggers when the billing date approaches. You can specify whether the trigger should occur on the exact date, before, or after. For example, you might set it to trigger two days after the billing date.

2. Webhook Automations

Webhooks are another powerful automation feature. A webhook is a custom URL endpoint that allows Pipedrive to send data to other applications when a specific event occurs. You can use webhooks to integrate Pipedrive with other tools like Zapier or Make (formerly Integromat). For example, when a deal reaches a certain stage, Pipedrive can send data to Zapier, which then updates another system like an accounting software (e.g., Pendulum).

How to set up a webhook in Pipedrive

1. Create a Webhook: Start by creating a new webhook in the « Automations » section. Define the type (e.g., automated webhook).
2. Configure the Trigger and Actions: Set up a trigger (such as a deal being updated) and specify the action (e.g., sending data to the webhook). You can then set conditions and customize the data that is sent.
3. Integrate with External Services: Use the webhook to send data to external services like Zapier. This allows for a seamless flow of information across different platforms, enabling you to automate complex workflows that go beyond Pipedrive’s native capabilities.

Tips for managing automations in Pipedrive

• Use Clear Titles and Descriptions: When creating an automation, use descriptive titles and add detailed descriptions. This helps you keep track of multiple automations and quickly understand their purpose.
• Test Your Automations: Before going live, test your automations to ensure they work as expected. This can prevent errors and ensure a smooth workflow.
• Keep Track of Active Automations: Regularly review your active automations to ensure they are still relevant and working correctly. Update or deactivate any automations that are no longer needed.

Conclusion

Automating your workflows in Pipedrive can greatly improve your productivity by reducing manual tasks and minimizing errors. Whether you’re using native automations, date-based triggers, or webhooks, there are plenty of options to customize the tool according to your business needs. Don’t be afraid to experiment with different types of automations to find what works best for you.

Remember, the key to successful automation is starting simple, testing thoroughly, and scaling up as needed. Have fun exploring and enhancing your workflows with Pipedrive!