Workflow Automation

JT
Jenny Takahara, June 30, 2021
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. To learn more about permission sets in Pipedrive, click here.


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

To access the Workflow Automation feature, click on the "..." (more) tab > Workflow Automation.

Screen_Shot_2020-08-31_at_2.53.40_PM.png

To begin creating a workflow, click the Add custom workflow button, found to 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.

Automation 2.0

When configuring your trigger, you can choose between five options — Person, Organization, Lead, Deal, and Activity — with three options of what event relating to that item will trigger the automation — creation, updating, or deletion.

Once you've chosen the trigger type and the trigger event, click the Apply trigger button.

Trigger 2.0

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.

WFA 2.0 step 3

When defining your action, you can choose between six default options — Person, Organization, Lead, Deal, Activity, and Email — or two integrations — Slack and Microsoft Teams. You are able to choose action types that are specific to each option.

action + event

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.

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.

Save


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 greyed 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.

Duplicate and update your workflow

We have recently upgraded our Workflow Automation feature. Once your account has the newest version enabled, you will notice in your account that you have the possibility to Duplicate and update your workflow automations.

Duplicate and update

Once you click this option, you will have the opportunity to rename your workflow automation, as well as add a description. (New Version) will be added to your new workflow automation name by default. Once you are finished editing the name and description, click Duplicate.

new work

You will then be brought to our new workflow editor where your old workflow has been duplicated for you to begin editing.

Edit WF
Note: Your duplicated workflow will not be activated by default. To set your newly updated workflow automation live, click on the Active toggle at the top of the page.
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