If you find yourself repeating the same administrative tasks in Pipedrive – scheduling the same activity after a deal has been moved to a specific stage in your pipeline – then it might be in your company's interest to automate those tasks, so you can concentrate on the important things that make your business thrive.
Automations speed up your workflow by automating tasks based on a trigger event chosen by you.
Automations in Pipedrive are made up of two parts – a trigger event and an action event.
- The trigger event is the “if” portion of an if-then equation: Before the automation occurs, this programmed action needs to occur.
This can be the creation, updating, or deletion of a person, organization, activity, or deal in Pipedrive.
- The action event is the “then” part of an if-then equation: Once the trigger event has occurred, this is the action you wish to take place.
This can be the creation, updating, or deletion of a person, organization, activity, or deal in Pipedrive, or the sending of an email from the email address synced to your Pipedrive account.
To access the workflow automation feature, click on the “...” (more) tab > Workflow automation.
To begin creating a workflow, click the “Add custom workflow” button, found in the upper-right of the workflow automation page in the Pipedrive app.
Once clicked, provide a name (and description, if helpful) for your intended workflow – don’t worry, this name can be edited later – and click “Save”.
To begin designing your automation, click the “Add trigger” button. You will see a sidebar where you can choose the item and event that will trigger your automation.
When configuring your trigger, you can choose between five options – deal, person, activity, lead, organization, organization, and project – with three options of what event relating to that item will trigger the automation – creation, updating, or deletion.
Once you have chosen the trigger type and the trigger event, click the “Apply trigger” button.
With the trigger event in place, you will then have an option to apply a condition (or conditions) to your trigger. Here, you can define under what circumstances your automation will trigger.
After saving your condition, click on the plus sign "+" to choose your next step. This can be another condition or your action event.
When defining your action, you can choose between eight default options – person, organization, lead, deal, activity, email, campaigns and project – as well as integrations – Slack, Microsoft Teams, Trello and Asana. You are able to choose action types that are specific to each option.
You can add multiple actions to your workflow automation, and they will always be executed from the top and work down the list. E.g., Step 3 will only be executed after step 2 is done.
However, note that automations do not wait until each condition for every action is met. The automation will execute the actions separately based on the initial trigger. If a condition of a specific action is not met, the action will not be executed and the system will continue to the next action.
Here you can see how you would set up an automation that would move your new deal to a different pipeline depending on the deal owner.
To specify which users are allowed to trigger this automation, check the option at the top-right of the workflow, and select which option you would prefer.
Once you have made all of your choices and designed your workflow, click the “Save” button to finalize your automation.
Once you have saved your workflow, all of your workflows will be listed on the workflow automation page within the Pipedrive app.
You may also view all of your created workflows, along with the workflows that have been created for the entire company's Pipedrive account.
You may edit, delete, or mark workflows as active or inactive. If a workflow is marked as inactive, the trigger and action functions will not occur.
Inactive workflows are grayed out to allow you to quickly understand which automations are currently active in your Pipedrive account.