Knowledge Base

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

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

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

• 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.

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:

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".

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:

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).

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.