Knowledge Base

Workflow automation
Creating an automation

Workflow automation

Jenny Takahara, November 7, 2022
Note: This feature is only available to Advanced, Professional, and Enterprise plan users. This article features the most recent version of our workflow automation and may differ from the feature in your account. If you do not have the most up-to-date version and would like to use it, please contact our support team.

Workflow automation

Note: Only admin users in Pipedrive may create workflows unless that permission has been enabled for other users' permission set in the company Pipedrive account. Learn more about permission sets in this article.

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.

Creating an automation

Note: For an in-depth visual guide into the automation tool, check out our weekly webinar.

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”.

Note: The automation name can be up to 120 characters long. The automation description can be 200 characters long.

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.

eg condition

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.

Note: Automations set up to create a new deal will fail at that step if you are at your open deal limit. The automation will not resume if this deal is created later manually or through an upload. Learn more about usage limits in this article.

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.

Automation Gif
Note: When choosing to send an email as an action event in your automation, the action event will only be able to use the email address synced to Pipedrive via the email sync feature. No other email address or account can be used for the purposes of automation.
Note: If you set a trigger to create an activity and do not set a date for that activity action, it will be set for the same day as the activity action. To schedule an activity to be due in the future, choose options like “In one day” or “next Tuesday” for due dates that are relative to when the action was triggered.

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.

Triggered by
Note: You can set up an automation that sends out emails to be triggered by any user in your account through the email sync feature. However, the email will always be sent from the user who created the automation. If you want to trigger an email from your own email address, you will have to set up your own automation.

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.

greyed out

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.

Note: Importing data into your Pipedrive account does not trigger any actions within workflow automation, even ones associated with the creation or updating of information in the Pipedrive account.
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