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Knowledge Base/Features/Automation/Automatic assignment ...

Topics
Where to find the automatic assignment tool
How to set up the automatic assignment tool
Managing your rules
Viewing your assigned items
Sorting rules for automatic assignment

Automatic assignment (BETA)

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Steven Reinartz, January 10, 2023
Note: This feature is available for free while in beta. Once released, it’ll only be available for Professional or Enterprise users.

Part of managing a team is distributing deals evenly among team members. With Pipedrive’s automatic assignment tool, you can set up rules to handle this automatically!


Where to find the automatic assignment tool

Click the "..." to open the left side options menu or go to Settings:

Both of these pathways will lead you to the feature page, where you can configure the tool.


How to set up the automatic assignment tool

Note: You must be an admin user to configure this tool.

Click to "+ Add rule" to create a new automatic assignment rule.

Note: When a rule is created, it only applies to newly created deals.

Only new deals can trigger the assignment tool, but you can create conditions using deal, person, or organization type fields.

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Note: Available fields include custom fields.

After your rule is set up, you need to give it a title and select an assignee type and assignee (rule description is optional.)

There are two assignee types you can choose from: User and Team.

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  • User – Selects a single user on your account to assign newly created deals to

  • Team – Selects a team on your account and uses a round robin to distribute newly created data between its members

The rule will also assign the linked person or organization to the same owner as the deal.

Note: The Teams feature must be enabled to access this option.

Once you've selected your assignee, make sure the Rule enabled toggle is on and click “Save rule.”


Managing your rules

If you’ve created two or more rules, you’ll need to define each rule’s priority by dragging and dropping the rule within the list:

Note: The first rule in the list is considered the highest priority.

When a new deal is created, the feature will try to match it against the first rule on the list. If the criteria doesn’t match, it will move through the rules until a match is found.


Viewing your assigned items

To view your execution history, click on "Logs".

Note: Currently, columns are sorted from oldest to newest and cannot be reordered.

In this view, you can see:

  • Whether any of the rules were triggered

  • The user the item was assigned to

  • What time the assignment tool processed the newly created item

You can also search your logs by selecting a date range and then clicking "Apply filter". This will show you items within that selected date range:

Note: You can click on the titles of your deals from this page to open their detail views.

If at least one rule is active, a note will be added to the detail view of any deal created, stating which rule was used to assign it (or if no rule was used).

Note: Automatic assignment logs are only visible for the previous seven days.

Sorting rules for automatic assignment

When you select “Team” for your rule assignee, it’ll aim to distribute deals evenly based on weight.

For this reason, some cases can lead to unequal deal distribution:

  • If users are in more than one team, they will be assigned more deals.

  • If users are assigned deals with both User and Team rules, they will be assigned more deals.

This is because assignments aren’t user-based, but based on overall fairness within individual rules or teams.

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