What features do the Pipedrive plans have?

features-available-on-each-plan

Features available on each plan

add-on-features

Add-on features

Import data into Pipedrive efficiently using spreadsheets.

<div class="support-note primary">
<strong>Note:</strong> Importing data into Pipedrive is only available for users with the correct global permission enabled. </div>
<p style="text-align: justify">You can import your data to Pipedrive from XLS, XLSX and CSV spreadsheet files, allowing you to add <a href="https://support.pipedrive.com/hc/en/articles/360001998358-Leads-Inbox" target="_blank" rel="noreferrer noopener">leads</a>, <a href="https://support.pipedrive.com/hc/en/articles/207344265-Deals-What-they-are-and-how-to-add-them" target="_blank" rel="noreferrer noopener">deals</a>, <a href="https://support.pipedrive.com/hc/en/articles/207344305-Contacts-People-and-Organizations-" target="_blank" rel="noreferrer noopener">organizations</a>, <a href="https://support.pipedrive.com/hc/en/articles/207344305-Contacts-People-and-Organizations-" target="_blank" rel="noreferrer noopener">people</a>, <a href="https://support.pipedrive.com/hc/en/articles/206759569-Products" target="_blank" rel="noreferrer noopener">products</a>, <a href="https://support.pipedrive.com/hc/en/articles/360002748697-How-can-I-add-notes-to-a-deal-or-contact-" target="_blank" rel="noreferrer noopener">notes</a> and <a href="https://support.pipedrive.com/hc/en/articles/207344415-Activities" target="_blank" rel="noreferrer noopener">activities</a> all at the same time.</p>
<p style="text-align: justify">Before getting started, check out our article on how your data is organized in Pipedrive – for example, if you’re importing companies’ data and you want to label them as “organizations”. It’s important to understand how the data you’re importing will fit into the Pipedrive data structure.</p>
<figure><img class="vidyard-player-embed" src="https://play.vidyard.com/y5HxrbuSNjtq5doAEL5r5U.jpg" alt=""></figure>
<p style="text-align: justify">Download our sample spreadsheet <a href="https://support.pipedrive.com/hc/en/articles/360000582289-Does-Pipedrive-offer-sample-import-spreadsheets-" target="_blank" rel="noreferrer noopener">here</a> for a practice import, check out our “<strong>Get started with the basics</strong>”<strong> <a href="https://www.pipedrive.com/en/academy/courses/get-started-with-the-basics?ref=kb_article" target="_blank" rel="noreferrer noopener">Pipedrive Academy course</a> </strong>for detailed assistance, or visit our <strong><a href="https://app.livestorm.co/pipedrive/how-to-import-your-data?type=detailed" target="_blank" rel="noreferrer noopener">weekly webinar</a> </strong>for an in-depth visual guide.</p>
<p style="text-align: justify">You can also read more about CRM data import and export in <a href="https://www.pipedrive.com/features/data-import-export" target="_blank" rel="noreferrer noopener">this post</a>.</p>
<hr>
<h2 style="text-align: justify">
<a name="getting-ready-for-an-import"></a>Getting ready for an import</h2>
<p style="text-align: justify">Before you import, consider the data you’re adding to Pipedrive and format your spreadsheet accordingly. </p>
<ul>
<li>Are you trying to import a list of contacts (people and organizations?)</li>
<li>Do you want to import contacts and create an open deal for each one?</li>
<li>Do you want to import contacts, open deals, and create activities for those deals?</li>
<li>Do you want to import contacts, open deals with activities, and attach notes?</li>
<li>Or open new deals for contacts that already exist in Pipedrive?</li></ul>
<p style="text-align: justify">Some spreadsheet formatting tips: </p>
<ul>
<li>
<strong>Remove formulas –</strong> Use a fresh spreadsheet without any formulas. If you have a spreadsheet that uses formulas or data-linking to generate the contents of a cell, copy the data from your spreadsheet into a fresh sheet without the formulas.</li>
<li>
<strong>Separate tabs on spreadsheets –</strong> If your spreadsheet has more than one tab containing data – a multiple offer spreadsheet, for example – make sure to select the correct tab you wish to import. </li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%20on%202024-08-01%20at%2013-13-35.png" alt=""></figure>
<ul>
<li>
<strong>No special symbols –</strong> Your spreadsheet must not have symbols for numeric or monetary fields. For example, a column for deal value should just include the number “1000” and not the symbol “$1000”. </li><li><strong>Specify currencies</strong> – Following the point above, we recommend adding a separate column for specifying currencies if your deals have values in different curriencies.</li>
<li>
<strong>Spreadsheet size limit –</strong> There is no maximum limit on the number of spreadsheet columns, but the maximum file size is 50MB, with a limit of 50,000 rows per spreadsheet. </li>
</ul>
<h2 style="text-align: justify"> </h2>
<hr>
<h2 style="text-align: justify">
<a name="mandatory-fields"></a>Mandatory fields</h2>
<p style="text-align: justify">When importing data to Pipedrive from a spreadsheet, include the mandatory fields for each item. Each mandatory field needs a separate column in your spreadsheet mapped to the corresponding field in Pipedrive.</p><div style="text-align: justify" class="support-note warning"><strong>Note:</strong> If you don’t import your data with mandatory fields, it will create no items and a <a href="https://support.pipedrive.com/hc/en/articles/360014067837" target="_blank" rel="noreferrer noopener">skip file</a> will be generated. </div>

<table>
<tbody>
<tr>
<td><div style="text-align: center"><strong>To import</strong></div></td>
<td><div style="text-align: center"><strong>You need these mandatory fields</strong></div></td>
</tr>
<tr>
<td><div style="text-align: center"><strong>Leads</strong></div></td>
<td><ul>
<li>Lead title</li>
<li>Person name OR organization name</li>
</ul></td>
</tr>
<tr>
<td><div style="text-align: center"><strong>Deals</strong></div></td>
<td><ul>
<li>Any deal field</li>
<li>Person name OR organization name</li>
<li>(deal title recommended)</li>
</ul></td>
</tr>
<tr>
<td><div style="text-align: center"><strong>People</strong></div></td>
<td><ul>
<li>Person name </li>
</ul>
<div class="support-note primary">
<strong>Note:</strong> Email and phone are recommended for avoiding duplicates </div></td>
</tr>
<tr>
<td><div style="text-align: center"><strong>Organization</strong></div></td>
<td><ul>
<li>Organization name</li>
</ul>
<div class="support-note primary">
<strong>Note:</strong> Address is recommended for avoiding duplicates </div></td>
</tr>
<tr>
<td><div style="text-align: center"><strong>Products</strong></div></td>
<td><ul>
<li>Product name</li>
</ul></td>
</tr>
<tr>
<td><div style="text-align: center"><strong>Notes</strong></div></td>
<td><ul>
<li>Content </li>
<li>Deal, contact, OR lead information</li>
</ul></td>
</tr>
<tr>
<td><div style="text-align: center"><strong>Activities</strong></div></td>
<td><ul>
<li>Any activity field</li>
</ul></td>
</tr>
</tbody>
</table>
<p style="text-align: justify">You can read more about mandatory fields for importing in <a href="https://support.pipedrive.com/hc/en/articles/360013870858" target="_blank" rel="noreferrer noopener">this article</a>. </p>
<hr>
<h2 style="text-align: justify">
<a name="custom-fields"></a>Custom fields </h2>
<p style="text-align: justify">If your spreadsheet has data for leads, deals or contacts that isn’t covered by default fields, add a custom field before importing so your data has somewhere to be mapped. </p>
<p style="text-align: justify">For example, “job title” is not a default field in Pipedrive. To include this information in your import, create a custom person field and map the spreadsheet column to the newly created field. We recommend a text or single-option field.</p>
<p style="text-align: justify">You can also create custom fields during the mapping stage of your import. Learn more about custom fields in <a href="https://support.pipedrive.com/hc/en/articles/207228075" target="_blank" rel="noreferrer noopener">this article</a>. </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-08-01%20at%2014.27.48.png" alt=""></figure>
<h2 style="text-align: justify"> </h2>
<hr>
<h2 style="text-align: justify">
<a name="initiating-your-import"></a>Initiating your import</h2>
<h3 style="text-align: justify">Step 1: Upload your file<a name="step-1-upload-your-file"></a></h3>
<p style="text-align: justify">Go to “<strong>...</strong>”<strong> (More)&gt; Import data &gt; </strong><a href="https://app.pipedrive.com/settings/import/history" target="_blank" rel="noreferrer noopener"><strong>From a spreadsheet</strong>.</a> Click <strong>“</strong><strong>From a spreadsheet” </strong>and select the file you intend to import. Pipedrive supports Excel (.xls and .xlsx) and .csv files.<br></p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-08-01%20at%2014.00.06.png" alt=""></figure>
<h3 style="text-align: justify">Step 2: Mapping<a name="step-2-mapping"></a></h3>
<p style="text-align: justify">To import your data to Pipedrive, map each column in your spreadsheet to the relevant icon and field in the mapping step. You can hover over the icon to see what type of data it refers to in Pipedrive. </p>
<p style="text-align: justify">The auto-recognition feature will automatically match the column header to the fields in Pipedrive. Any unrecognized fields must be dragged from the Pipedrive fields (right) to their appropriate spreadsheet columns (left). Use the search bar to find Pipedrive field names more easily. </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202024-08-01%20at%2014-22-58.gif" alt=""></figure>
<div style="text-align: justify" class="support-note success primary"><strong>Note: </strong>You can learn more about mapping in <a href="https://support.pipedrive.com/hc/en/articles/360013406278" target="_blank" rel="noreferrer noopener">this article</a> or advanced mapping in <a href="https://support.pipedrive.com/hc/en/articles/360013450177" target="_blank" rel="noreferrer noopener">this article</a>. </div>
<p>Once you’re finished mapping, click “<strong>Next</strong>.”<strong><br></strong></p>
<h3>Step 3: Preview and finish<a name="step-3-preview-and-finish"></a></h3>
<p style="text-align: justify">This page previews your data after the import. We recommend navigating through the data tabs to validate the import.<br></p>
<p>Once you’ve validated your import, click “<strong>Next</strong>.”</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202024-08-01%20at%2014-38-37.gif" alt=""></figure>
<p style="text-align: justify">In the next window, choose what to do if duplicates are found in your spreadsheet. If Pipedrive detects a duplicate record in your spreadsheet or Pipedrive data, it will consolidate this into one entry.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-08-01%20at%2014.41.28.png" alt=""></figure>
<p>You can learn more about how Pipedrive detects duplicates during importing in <a href="https://support.pipedrive.com/hc/en/articles/208048865" target="_blank" rel="noreferrer noopener">this article</a>.</p>
<p>When everything looks good, click “<strong>Start import</strong>”.</p>
<hr>
<h2 style="text-align: justify">
<a name="after-your-import"></a>After your import </h2>
<p style="text-align: justify">After your import, you’ll see a confirmation page with an overview of the imported data. </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/import%20finish.png" alt=""></figure>
<h3 style="text-align: justify">What is a “skip file”?<a name="what-is-a-skip-file"></a></h3>
<p style="text-align: justify">Any items imported incorrectly are put together in a <strong>s</strong><strong>kip file</strong>, which includes the row where the complication occurred and the reason why.</p>
<p style="text-align: justify">For example, if you import a list of people and don’t include a mandatory field (e.g., person name), that row of information will be skipped. Pipedrive will then take that row and organize it in a skip file.</p>
<p style="text-align: justify">You can download the <strong>skip file</strong> at any time to review these errors and make the needed changes directly in the spreadsheet, then import the <strong>skip File</strong> into Pipedrive to complete your import. This ensures all of your data makes it into the system.<br></p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-03%20at%209.30.39%20AM.png" alt=""></figure>
<p style="text-align: justify">Your skip file will look like this:<br></p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/spreadsheet%202.png" alt=""></figure>
<p style="text-align: justify">Wondering, “Why was my import data skipped?”. Learn more about why data is skipped in <a href="https://support.pipedrive.com/hc/en/articles/360014067837" target="_blank" rel="noreferrer noopener">this article</a>.<br></p>
<hr>
<h2 style="text-align: justify">
<a name="how-do-i-revert-an-import"></a>How do I revert an import?</h2>
<div class="support-note primary">
<strong>Note: </strong>Only global admin users can revert imports.</div>
<p style="text-align: justify">A spreadsheet import can be reverted within 48 hours of its initial import with the <strong>revert</strong> button provided in your <strong>import history</strong>.<br></p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-03%20at%209.39.18%20AM.png" alt=""></figure>
<div class="support-note success primary"><strong>Note: </strong>If the <strong>revert</strong> button is unavailable, <a href="https://support.pipedrive.com/hc/en/articles/115005875565" target="_blank" rel="noreferrer noopener">let our support team know</a> and they’ll assist you.<strong><a href="https://app.livestorm.co/pipedrive/how-to-import-your-data?type=detailed" target="_blank" rel="noreferrer noopener"></a></strong> </div>

Importing data into Pipedrive with spreadsheets

getting-ready-for-an-import

Getting ready for an import

mandatory-fields

Mandatory fields

custom-fields

Custom fields

initiating-your-import

step-1-upload-your-file

Step 1: Upload your file

step-2-mapping

Step 2: Mapping

step-3-preview-and-finish

Step 3: Preview and finish

Initiating your import

after-your-import

what-is-a-skip-file

What is a “skip file”?

After your import

how-do-i-revert-an-import

How do I revert an import?

<div style="text-align: justify" class="support-note success primary"><strong>Note: </strong>Some features require a specific subscription to access. You can find a breakdown of our features by plan in <a href="https://support.pipedrive.com/article/what-features-do-the-pipedrive-plans-have" target="_blank" rel="noreferrer noopener">this article. </a><br></div>
<p style="text-align: justify">Organizing your leads, deals, contact people, projects, organizations, activities, products and emails is essential to your sales process. Pipedrive helps you organize all your items and link them together for better visibility.</p>
<figure><img class="vidyard-player-embed" src="https://play.vidyard.com/qsnmyoYU9MRe9gJG3KwZaw.jpg" alt=""></figure>
<p style="text-align: justify">To help you become familiar with Pipedrive, we offer <strong>sample data</strong> for you to try and test. Learn more about sample data in <a href="https://support.pipedrive.com/article/data-fields-in-pipedrive" target="_blank" rel="noreferrer noopener">this article</a>.</p>
<div class="support-note primary">
If you’re just getting started with Pipedrive, you can check out our <strong>“</strong><strong>Get started with the basics”</strong> <a href="https://www.pipedrive.com/en/academy/courses/get-started-with-the-basics?ref=kb_article" target="_blank" rel="noreferrer noopener">Pipedrive Academy course</a>.</div>
<hr>
<h2 style="text-align: justify">
<a name="leads"></a>Leads</h2>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-09%20at%209.39.47%20AM.png" alt=""></figure>
<p style="text-align: justify">At the beginning of your sales process, you may have potential deals in your account that you’re not ready to start working on.</p>
<p style="text-align: justify">Pipedrive's Leads Inbox is a separate inbox to keep your prequalified leads in before they become <a href="https://support.pipedrive.com/hc/en/articles/207344265-Deals-What-they-are-and-how-to-add-them" target="_blank" rel="noreferrer noopener">deals</a>. Once you decide which leads are ready, you can convert them to deals and add them directly to your pipeline. You can read more about our Leads Inbox in this <a href="https://support.pipedrive.com/hc/en/articles/360001998358-Leads-Inbox-" target="_blank" rel="noreferrer noopener">article</a>.</p>
<ul>
<li>
You can use the <strong>“</strong><strong>Add lead”</strong> button to <a href="https://support.pipedrive.com/hc/en/articles/360002295337-How-can-I-add-Leads-to-my-Leads-inbox-" target="_blank" rel="noreferrer noopener">add leads</a> individually or by spreadsheet import, or use <a href="https://support.pipedrive.com/hc/en/articles/360001584177-LeadBooster" target="_blank" rel="noreferrer noopener">LeadBooster</a></li>
<li>When adding a lead through the <strong>add lead</strong> dialog, all fields are optional except either the <strong>organization name</strong> or the <strong>p</strong><strong>erson name</strong></li>
<li>When you’ve qualified a lead and are ready to pursue it as a deal in your pipeline, you can click <strong><a href="https://support.pipedrive.com/en/article/leads-inbox#converting-leads-to-deals" target="_blank" rel="noreferrer noopener">“</a></strong><strong><a href="https://support.pipedrive.com/en/article/leads-inbox#converting-leads-to-deals" target="_blank" rel="noreferrer noopener">Convert to deal”</a>. </strong>This will open a new dialog where you can define the pipeline, visibility and value of your new deal. </li>
</ul>
<hr>
<h2 style="text-align: justify">
<a name="deals"></a>Deals<br><br>
</h2>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-09%20at%209.38.15%20AM.png" alt=""></figure>
<p style="text-align: justify"><br>Ongoing transactions you’re pursuing with people or organizations in Pipedrive are tracked as deals, which are processed through the stages of your <a href="https://support.pipedrive.com/hc/en/articles/360000106229" target="_blank" rel="noreferrer noopener">pipeline</a> until they’re either <strong>won</strong> or <strong>lost</strong>.</p>
<p style="text-align: justify">Deals contain all of the actions taken while closing a sale. Deals will also pull all the information from the person or organization they’re associated with, which you can find in the detail view of that deal. In this <a href="https://support.pipedrive.com/hc/en/articles/207344265-Deals-What-they-are-and-how-to-add-them" target="_blank" rel="noreferrer noopener">article</a>, you can read more about deals in Pipedrive.</p>
<ul>
<li>Deals can be linked to a person, organization or <a href="https://support.pipedrive.com/article/projects-by-pipedrive" target="_blank" rel="noreferrer noopener">project</a>. They can also have products added to them</li>
<li>Deals track all events and movements that take place throughout your sales process</li>
<li>Since a deal is connected to a contact, any actions you perform on the deal will also be reflected in the person/organization linked to it</li>
<li>Deals can be <a href="https://support.pipedrive.com/hc/en/articles/206515159" target="_blank" rel="noreferrer noopener">imported from a previous CRM</a> or <a href="https://support.pipedrive.com/hc/en/articles/208039595" target="_blank" rel="noreferrer noopener">a CSV or XLS file</a></li>
<li>The progress of the deals in your account is tracked as <a href="https://support.pipedrive.com/hc/en/articles/207435039-Company-reports" target="_blank" rel="noreferrer noopener">progress</a> in your account</li></ul>
<hr>
<h2 style="text-align: justify">
<a name="people-contacts"></a>People (contacts)</h2>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-09%20at%2011.29.13%20AM.png" alt=""></figure>
<p style="text-align: justify"><br><a href="https://support.pipedrive.com/hc/en/articles/207344305" target="_blank" rel="noreferrer noopener">People contacts</a> are the specific customers you’re selling to, and any information relating to each contact such as scheduled activities or emails will be tracked in the <a href="https://support.pipedrive.com/hc/en/articles/360000106249-Detail-View" target="_blank" rel="noreferrer noopener">detail view</a> of that person.</p>
<ul>
<li>People contacts can be linked to one organization</li>
<li>They can have multiple deals open for them at the same time</li>
<li>They can be synced with your <a href="https://support.pipedrive.com/hc/en/articles/360000446718-Contact-Sync" target="_blank" rel="noreferrer noopener">contact provider</a>, <a href="https://support.pipedrive.com/hc/en/articles/206515159" target="_blank" rel="noreferrer noopener">imported from a previous CRM</a>, or <a href="https://support.pipedrive.com/hc/en/articles/208039595" target="_blank" rel="noreferrer noopener">imported from a CSV or XLS file</a></li>
</ul>
<hr>
<h2 style="text-align: justify">
<a name="organizations-contacts"></a>Organizations (contacts)</h2>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-09%20at%2011.38.18%20AM.png" alt=""></figure>
<p style="text-align: justify"><br><a href="https://support.pipedrive.com/hc/en/articles/207344305" target="_blank" rel="noreferrer noopener">Organizations</a> are the companies where contact people work. All people related to an organization will be listed in its detail view, along with any <a href="https://support.pipedrive.com/hc/en/articles/360002748697-How-can-I-add-notes-to-a-deal-or-contact-" target="_blank" rel="noreferrer noopener">notes</a> or <a href="https://support.pipedrive.com/hc/en/articles/207344415-Activities" target="_blank" rel="noreferrer noopener">activities</a> linked to any people, leads, deals or projects related to the organization. </p>
<ul>
<li>Organizations contain information like a mailing address or industry information</li>
<li>You can link multiple people, deals or projects to your organizations</li>
<li>Organizations can be synced with your <a href="https://support.pipedrive.com/hc/en/articles/360000446718-Contact-Sync" target="_blank" rel="noreferrer noopener">contact provider</a>, <a href="https://support.pipedrive.com/hc/en/articles/206515159" target="_blank" rel="noreferrer noopener">imported from a previous CRM</a>, or <a href="https://support.pipedrive.com/hc/en/articles/208039595" target="_blank" rel="noreferrer noopener">imported from a CSV or XLS file</a></li>
</ul>
<hr>
<h2 style="text-align: justify">
<a name="activities"></a>Activities</h2>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-09%20at%2011.44.49%20AM.png" alt=""></figure>
<p style="text-align: justify">An activity represents any action taken toward closing a sale. It can be a phone call, a lunch meeting, or any other event you schedule with a contact. You can schedule activities in relation to a person, organization, project, lead or deal. You can read <a href="https://support.pipedrive.com/hc/en/articles/207344415-Activities" target="_blank" rel="noreferrer noopener">this article</a> for more information on activities in Pipedrive.</p>
<ul>
<li>Your activities can be <a href="https://support.pipedrive.com/hc/en/articles/360000454397-Calendar-Sync" target="_blank" rel="noreferrer noopener">synced with several calendar providers</a></li>
<li>Activities can be linked to a person, organization, lead, deal or project</li>
<li>Associating an activity with a deal, lead or project will also associate the activity with the linked person and/or organization</li>
<li>Activities can be <a href="https://support.pipedrive.com/hc/en/articles/206515159" target="_blank" rel="noreferrer noopener">imported from a previous CRM</a> or <a href="https://support.pipedrive.com/hc/en/articles/208039595" target="_blank" rel="noreferrer noopener">a CSV or XLS file</a></li>
</ul>
<hr>
<h2 style="text-align: justify">Projects<a name="projects"></a></h2>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-09%20at%2011.56.50%20AM.png" alt=""></figure>
<p style="text-align: justify">A <a href="https://support.pipedrive.com/article/projects-by-pipedrive" target="_blank" rel="noreferrer noopener">project</a> represents one or more deals under the umbrella of a larger goal. This can include both won and open deals, although projects are commonly created after a deal has been won. </p>
<ul><li>Projects can be linked to deals, people and organizations</li><li>You can create tasks, subtasks and activities for your projects. Activities created for projects will be reflected in any linked people, organizations or deals</li><li>Progress in a project is reflected in two ways: <ul><li>The progress bar, located in the detail view of a project, is based on completed tasks, subtasks and activities</li><li>The kanban board, which shows the progression of the project through your company’s workflow</li></ul></li></ul>
<h2 style="text-align: justify">

Products<a name="products"></a></h2>
<div class="support-note success primary"><strong>Note: </strong>For more information about price variations, check out <a href="https://support.pipedrive.com/article/can-i-have-one-product-in-different-price-variations" target="_blank" rel="noreferrer noopener">this article. </a></div>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/products%201.jpg" alt=""></figure>
<p style="text-align: justify"><a href="https://support.pipedrive.com/article/products" target="_blank" rel="noreferrer noopener">Products</a> are items you sell or trade, and are often linked to ongoing deals. Products have specific fields like <strong>product code</strong>, <strong>price</strong> and <strong>tax</strong>. </p>
<h2 style="text-align: justify">

<a name="mail"></a> Mail</h2>
<div class="support-note success primary"><strong>Note: </strong>Email sync is available for Advanced, Professional or Enterprise plans. For more information on email sync, check out <a href="https://support.pipedrive.com/article/email-sync" target="_blank" rel="noreferrer noopener">this article</a>.</div>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Markup%202023-03-09%20at%2012.28.01.png" alt=""></figure>
<p style="text-align: justify">The mail tab holds all emails you decide to keep a record of in Pipedrive. Emails can be brought into your account using either the <a href="https://support.pipedrive.com/hc/en/articles/360000030169-Email-Sync" target="_blank" rel="noreferrer noopener">email sync</a> tool or the <a href="https://support.pipedrive.com/hc/en/articles/360000015825-Smart-Email-BCC" target="_blank" rel="noreferrer noopener">Smart Bcc</a> based on your plan.</p>
<ul>
<li>Emails can be linked to people, deals, leads or projects</li><li>If the person you’ve emailed exists in Pipedrive, the email will be associated with them. If not, the email will create a new person and link that email thread to them</li>
<li>Replies from your contacts are forwarded to your Pipedrive mailbox, and Pipedrive will document them in the same email thread as the original email</li>
<li>Attachments in emails are available everywhere the email is linked and in the <strong>files tab</strong> of any detail page</li>
<li>If the recipient contact is linked to a deal, the email will also be reflected there</li>
</ul>
<div class="support-note primary">
<strong>Note:</strong> If multiple deals are open for a <strong>person</strong> who sent an email, Pipedrive will provide a list of all open deals for that <strong>person,</strong> and you can choose which deal to associate it with.</div>
<hr>
<h2>Data relationships<a name="data-relationships"></a></h2>
<p>Here’s a basic rundown of how the different data types relate.</p>
<table><tbody><tr><td><strong>Leads</strong></td><td><strong>Deals</strong></td><td>Leads represent potential deals that have not been fully vetted. Once a lead is vetted, it can be converted into a deal and added to your deals pipeline.</td></tr><tr><td><strong>Contacts</strong></td><td><strong>Leads/deals/activities/mail</strong></td><td>Contacts are those with whom you conduct deals, schedule activities, and send emails. They can be represented as individual people (e.g., Steve Johnson) or collective organizations (e.g., The Steve Factory).</td></tr><tr><td><strong>Activities</strong></td><td><strong>Leads/deals/contacts</strong></td><td><p>Activities can be linked to a lead, deal, or contact, but it’s not required as they can also be created without being linked to other data. </p></td></tr><tr><td><strong>Mail</strong></td><td><strong>Leads/deals/contacts</strong></td><td><p>Emails can be sent from or linked to leads, deals, or contacts if email sync is enabled. An email sent to an address already linked to a contact will automatically be saved there if the email address is only linked to one contact. If you don’t have email sync, you can still link emails to your leads, deals, and contacts using the <a href="https://support.pipedrive.com/article/smart-email-bcc" target="_blank" rel="noreferrer noopener">Smart BCC</a> link.</p></td></tr></tbody></table>
<div class="support-note success primary"><strong>Note: </strong>Learn more about Pipedrive terms and relationships in our <a href="https://support.pipedrive.com/article/pipedrive-glossary" target="_blank" rel="noreferrer noopener">glossary</a>. </div>

How is Pipedrive data organized?

leads

Leads

deals

Deals

people-contacts

People (contacts)

organizations-contacts

Organizations (contacts)

activities

Activities

projects

Projects

products

Products

mail

Mail

data-relationships

Data relationships

<div class="support-note primary">
<strong>Note: </strong>This action is only available to users with deals admin permissions.</div>
<figure><img class="vidyard-player-embed" src="https://play.vidyard.com/DkZfj14QcDEr4t7xW8Adzu.jpg" alt=""></figure>
<p style="text-align: justify">Pipedrive comes with a basic sales pipeline that outlines a straightforward sales flow. As deals move through these stages, you’re given a visual overview of where your items are in the sales process.<br> </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-07%20at%2010.52.21%20AM.png" alt=""></figure>
<p><br>However, you can add stages and customize the titles of those stages, creating a pipeline unique to your sales process. </p>
<div class="support-note primary">
<strong>Note:</strong> You can also set up <a href="https://support.pipedrive.com/article/how-can-i-have-multiple-pipelines" target="_blank" rel="noreferrer noopener">multiple pipelines </a>with their own unique stages. </div>
<hr>
<h2>Tips on how to come up with stages for your company<a name="tips-on-how-to-come-up-with-stages-for-your-company"></a></h2>
<ul>
<li>
<strong>Use the past indefinite tense<br></strong>Ex. “Meeting Agreed” instead of just “Meeting.” </li>
</ul>
<ul>
<li>
<strong>Create stages that correspond to the customers’ buying process<br></strong>What would their buying process look like? What has to happen in order for them to buy from you? </li>
</ul>
<ul>
<li>
<strong>Revise your stages later<br></strong>If some stages seem confusing, you can rename them, delete them or add new ones for clarity.<strong><br> </strong></li>
</ul><div class="support-note success primary"><strong>Note:</strong> Learn the nine essential sales stages for effective sales cycle management in <a href="https://www.pipedrive.com/blog/define-sales-cycle-stages" target="_blank" rel="noreferrer noopener">this blog post</a>.</div><hr>
<h2>How to edit your pipeline stages<a name="how-to-edit-your-pipeline-stages"></a></h2>
<p>Go to the <strong>p</strong><strong>ipeline view</strong> and click the pencil icon to the right of the pipeline name.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-07%20at%2011.12.41%20AM.png" alt=""></figure>
<p>From here, you can edit stage attributes like name, probability and rotting days.<br> </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202023-03-07%20at%2011-17-44.gif" alt=""></figure>
<p>You can also add a new stage using the <strong>“+” </strong>or delete a stage by clicking<strong>“Delete Stage” </strong>at the bottom of the screen.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;width:239px;max-width:239px;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-07%20at%2011.20.21%20AM.png" width="239" height="632" alt=""></figure>

How can I customize my pipeline stages?

tips-on-how-to-come-up-with-stages-for-your-company

Tips on how to come up with stages for your company

how-to-edit-your-pipeline-stages

How to edit your pipeline stages

<div style="text-align: justify" class="support-note success primary"><strong>Note:</strong> This action is only available to users with account settings access.</div>
<p style="text-align: justify">If you’ve started using Pipedrive and want to get your coworkers in on the action, you can invite them into your Pipedrive company account.<br></p>
<figure><img class="vidyard-player-embed" src="https://play.vidyard.com/tQhMux1M6ZKfAt7WBKXiZS.jpg" alt=""></figure>
<div class="support-note primary">If you’re just getting started with Pipedrive, you can check out our<strong> <a href="https://learn.pipedrive.com/app/courses/f6246955-f620-4afe-b7fa-b9256624d4af" target="_blank" rel="noreferrer noopener">Pipedrive Academy course</a>.</strong></div>
<hr>
<h2>To invite new users<a name="to-invite-new-users"></a></h2>
<p style="text-align: justify">Go to <strong>Settings &gt; Manage Users &gt; <a href="https://app.pipedrive.com/settings/users" target="_blank" rel="noreferrer noopener">Users</a>.</strong>
From here, you can add other people to your account by clicking the <strong>“+”</strong> button, found on the right side of the screen. </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;width:715px;max-width:715px;"><img src="https://kb-cms.pipedriveassets.com/Markup%202023-03-03%20at%2006.32.21.png" width="715" height="652" alt=""></figure>
<p>The “<strong>Add users</strong>” box will then open, where you can enter the email address of the person you wish to add and click “<strong>Preview</strong>.” To add multiple users, submit their email addresses separated by commas.<br></p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202023-03-03%20at%2006-38-35.gif" alt=""></figure>
<p style="text-align: justify">If you select a user in the preview, you will see the <strong>Edit Access</strong> panel, where you can choose the permissions for your prospective user.<br></p>
<hr>
<h2 style="text-align: justify">After you invite new users<a name="after-you-invite-new-users"></a></h2>
<p style="text-align: justify">If your invited user hasn’t accepted your invitation, it<strong> </strong>can be<strong> canceled or resent</strong>.</p>
<p style="text-align: justify">Click on the <strong>Invited </strong>tab<strong>, </strong>select any pending invitations, then select the cancel or resend options. You can also edit permissions for prospective users from this screen.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;width:686px;max-width:686px;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-03%20at%206.43.04%20AM.png" width="686" height="693" alt=""></figure>
<p style="text-align: justify"><strong><br></strong>If your invited users: </p>
<ul><li><strong>Haven’t</strong><strong> signed up for Pipedrive before</strong>, they’ll receive an invitation email from Pipedrive. This email link will allow them to set their password and sign into the company Pipedrive account that you’ve invited them to join.</li><li><strong>H</strong><strong>ave signed up for Pipedrive before</strong> and are still members of another Pipedrive account, they’ll receive an email notification that they’ve been added to your account. They’ll use the same login credentials they’ve already set and can switch between the companies using the “<a href="https://support.pipedrive.com/article/how-can-i-switch-between-multiple-pipedrive-accounts" target="_blank" rel="noreferrer noopener">Switch company</a>” option in the upper-right corner of the app.</li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;width:353px;max-width:353px;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-03%20at%206.48.19%20AM.png" width="353" height="289" alt=""></figure>
<div class="support-note primary">
<strong>Note:</strong> Pipedrive is billed by the number of active seats in the company Pipedrive account. Adding a user will increase the cost of your Pipedrive subscription if doing so increases the number of seats in the account.</div>

How can I add a user?

to-invite-new-users

To invite new users

after-you-invite-new-users

After you invite new users

<div class="support-note success primary"><strong>Note:</strong> The <a href="https://support.pipedrive.com/en/article/email-sync" target="_blank" rel="noreferrer noopener"><strong>email sync</strong></a> feature is only available on Advanced and higher plans. Attend our webinar “<a href="https://app.livestorm.co/pipedrive/email-sync-webinar" target="_blank" rel="noreferrer noopener">How Email Sync works in Pipedrive</a>” for a live demonstration and Q&amp;A from our support team.</div>
<p>Email sync is an incredibly useful feature, and with this guide you can set it up easily. </p>
<hr>
<h2>
<a name="setting-up-your-email-sync"></a>Setting up your email sync</h2>
<ul>
<li>Go to <strong>Personal preferences &gt; <a href="https://app.pipedrive.com/settings/email-sync"><strong>Email sync</strong>.</a></strong>
</li>
<li>Click the “<strong>Add new account</strong>” button.</li>
<li>You’ll be directed to a new webpage and prompted to provide the login credentials of the account you want to sync to Pipedrive.</li>
</ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-10-12%20at%2011.39.49.png" alt=""></figure>
<p><strong>Note: </strong>Check <a href="https://support.pipedrive.com/article/how-can-i-find-my-imap-and-smtp-information" target="_blank" rel="noreferrer noopener">this article</a> for information about IMAP and SMTP ports.<br></p>
<hr>
<h2>
<a name="choosing-your-email-sync-conditions"></a>Choosing your email sync conditions</h2>
<p>Once connected, confirm the following: </p>
<ul><li>Your <a href="https://support.pipedrive.com/article/email-tracking" target="_blank" rel="noreferrer noopener">email tracking</a> settings</li><li>Labels to sync emails from</li><li>What date to begin syncing from </li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-10-12%20at%2011.30%20copy.png" alt=""></figure>
<hr>
<h2>Syncing past emails<br><a name="syncing-past-emails"></a></h2>
<p>You can choose to either sync past emails or start with an empty inbox.</p>
<p><strong>SYNC STARTING FROM<br></strong>Set when to start syncing emails over to your Pipedrive inbox. </p>
<ul>
<li>If you choose<strong> Now</strong>, you won’t sync historical emails but will sync any emails going forward. </li>
<li>If you choose <strong>1 month</strong>, <strong>3 months</strong><strong>,</strong> <strong>6 months</strong>, or<strong> 1 year</strong> as the starting point for your past sync, you’ll see the option to sync over emails from<strong> All</strong><strong> people</strong> or <strong>Pipedrive contacts only</strong>.</li>
</ul>
<p><strong><br>SYNC PAST EMAILS SENT AND RECEIVED FROM<br></strong>This option will only show up if you select “<strong>1 month</strong>”, “<strong>3 months,</strong>” or “<strong>6 months</strong>” as the starting point under the <strong>Sync starting from</strong> option. </p>
<ul>
<li>
<strong>Pipedrive contacts only</strong><br> This option will sync over all emails with an email address associated with a Pipedrive contact already in your Pipedrive account. Syncing over emails from “<strong>Pipedrive contacts only</strong>” is only an option for setting up the initial <strong>past sync</strong>. For emails going forward and any re-syncs, you will only be able to sync all emails or emails under specific labels. </li>
<li>
<strong>All people</strong><br> This option will sync over all emails from your contacts, regardless if they already have a linked Pipedrive contact. </li>
</ul>
<p>Click the “<strong>Sync</strong>” button to begin the syncing process.</p>
<div class="support-note primary">
<strong>Note:</strong> Emails will begin syncing into your account immediately but may take some time to finish depending on the expected volume. Past sync won’t restore emails that were synced and then deleted in the past.</div>
<hr>
<h2>General settings<a name="general-settings"></a></h2>
<p>These are email sync settings that are related to the use of the Pipedrive app. They’re personal settings and won’t be applied to the whole company.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-10-12%20at%2012.10.30.png" alt=""></figure>

How can I set up the email sync?

setting-up-your-email-sync

Setting up your email sync

choosing-your-email-sync-conditions

Choosing your email sync conditions

syncing-past-emails

Syncing past emails

general-settings

General settings

Learn how to find your IMAP and SMTP information in Pipedrive. Read our step-by-step guide on find my email in simple way.

<div class="support-note success primary"><strong>Note:</strong> The email sync feature is only available on Advanced and higher plans. Learn how to switch plans <a href="https://support.pipedrive.com/hc/en/articles/115005977469" target="_blank" rel="noreferrer noopener">here</a>.</div>
<p style="text-align: justify">To enable the <a href="https://support.pipedrive.com/article/email-sync">email sync</a> in Pipedrive, you may need to provide <strong>IMAP</strong> and <strong>SMTP</strong> information. We already support native sync with Gmail and Microsoft, so this custom connection should be used only if the native way doesn’t work. </p>
<hr>
<h2 style="text-align: justify">Finding your IMAP and SMTP data</h2>
<div class="support-note success primary"><strong>Note: </strong>Please ensure you have IMAP enabled in your email account.</div>
<p style="text-align: justify">If you don’t know that information, we’ve provided the typical host addresses and port numbers for the most common email providers below.<br></p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023%2003%2030%20at%203%2012%2015.png" alt=""></figure>
<figure></figure>
<table><tbody><tr><td><div style="text-align: center"><strong>iCloud</strong></div>
<br>
<strong>IMAP host:</strong> imap.mail.me.com<br><strong>IMAP port:</strong> 993<br><strong>SMTP host:</strong> smtp.mail.me.com<br><strong>SMTP port: </strong>587</td><td><div style="text-align: center"><strong>AOL</strong></div>
<br>
<strong>IMAP host:</strong> imap.aol.com<br><strong>IMAP port:</strong> 993<br><strong>SMTP host:</strong> smtp.aol.com<br><strong>SMTP port:</strong> 587 or 465</td></tr><tr><td><div style="text-align: center"><strong>Yahoo!</strong></div>
<strong><br></strong><strong>IMAP host:</strong> imap.mail.yahoo.com<br><strong>IMAP port:</strong> 993<br><strong>SMTP host:</strong> smtp.mail.yahoo.com<br><strong>SMTP port:</strong> 587 or 465</td><td><div style="text-align: center"><strong>Verizon</strong></div>
<strong><br></strong><strong>IMAP host:</strong> imap.verizon.net<br><strong>IMAP port:</strong> 995<br><strong>SMTP host:</strong> smtp.verizon.net<br><strong>SMTP port:</strong> 465</td></tr><tr><td><div style="text-align: center"><strong>AT&amp;T</strong></div>
<strong><br></strong><strong>IMAP host:</strong> imap.mail.att.net<br><strong>IMAP port:</strong> 993<br><strong>SMTP host:</strong> smtp.mail.att.net<br><strong>SMTP port:</strong> 587 or 465</td><td><div style="text-align: center"><strong>OVH</strong></div>
<strong><br></strong><strong>IMAP host:</strong> ssl0.ovh.net<br><strong>IMAP port:</strong> 993<br><strong>SMTP host:</strong> ssl0.ovh.net<br><strong>SMTP port:</strong> 465</td></tr><tr><td><div style="text-align: center"><strong>IONOS</strong></div>
<strong><br><strong>IMAP host:</strong> </strong>imap.ionos.com<br><strong><strong>IMAP port:</strong></strong> 993<br><strong><strong>SMTP host:</strong></strong> smtp.ionos.com<br><strong><strong>SMTP port:</strong></strong> 465</td><td><div style="text-align: center"><strong>Rzone.de (Strato)</strong></div>
<strong><br></strong><strong>IMAP host:</strong> imap.strato.de<br><strong>IMAP port:</strong> 993<br><strong>SMTP host:</strong> smtp.strato.de<br><strong>SMTP port:</strong> 465</td></tr><tr><td><div style="text-align: center"><strong>Email Servr</strong></div>
<strong><br></strong><strong>IMAP host:</strong> secure.emailsrvr.com<br><strong>IMAP port:</strong> 993<br><strong>SMTP host:</strong> secure.emailsrvr.com<br><strong>SMTP port:</strong> 465</td><td><div style="text-align: center"><strong>GoDaddy</strong></div>
<strong><br><strong>IMAP host:</strong> </strong>imap.secureserver.net<br><strong><strong>IMAP port:</strong></strong><strong> </strong>993<br><strong><strong>SMTP host:</strong></strong><strong> </strong>smtpout.secureserver.net<br><strong><strong>SMTP port:</strong></strong><strong> </strong>465</td></tr></tbody></table>
<p style="text-align: justify">You can find here a list of custom providers and links to their support pages, where you can find more information about their ports and connection details:<br></p>
<ul><li><a href="https://www.123-reg.co.uk/support/email/how-do-i-set-up-an-email-client-with-123-mail/#:~:text=For%20the%20Incoming%20server%2C%20enter,set%20the%20port%20to%20465." target="_blank" rel="noreferrer noopener">123-reg</a></li><li><a href="https://www.apptix.com/support/" target="_blank" rel="noreferrer noopener">Apptix</a></li><li><a href="https://docs.aws.amazon.com/workmail/latest/userguide/using_IMAP.html" target="_blank" rel="noreferrer noopener">AWS / Amazon WorkMail</a></li><li><a href="https://www.hostgator.com/help/article/email-connection-settings" target="_blank" rel="noreferrer noopener">HostGator</a></li><li><a href="https://support.apple.com/en-us/HT202304" target="_blank" rel="noreferrer noopener">iCloud</a></li><li><a href="https://www.ionos.com/help/email/general-topics/settings-for-your-email-programs-imap-pop3/" target="_blank" rel="noreferrer noopener">ionos</a></li><li><a href="https://king.host/wiki/artigo/como-configurar-seu-e-mail-no-pipedrive/" target="_blank" rel="noreferrer noopener">KingHost</a></li><li>Locaweb<br>– <a href="https://ajuda.locaweb.com.br/wiki/configuracao-de-outlook-e-mail-locaweb/" target="_blank" rel="noreferrer noopener">Outlook<br></a>– <a href="https://ajuda.locaweb.com.br/wiki/configurando-exchange-basic-e-standard-office-365/" target="_blank" rel="noreferrer noopener">Exchange and Office 365<br></a>– <a href="https://ajuda.locaweb.com.br/wiki/configuracao-de-outlook-basic-e-standard-exchange-2016/" target="_blank" rel="noreferrer noopener">Outlook Basic and Standard Exchange 2016</a></li><li><a href="https://community.mimecast.com/s/article/Configuring-Outbound-SMTP-Authentication-for-On-Premise-Devices-and-Application-Servers-973367435" target="_blank" rel="noreferrer noopener">Mimecast</a></li><li>Proofpoint<br>– <a href="https://help.proofpoint.com/Proofpoint_Essentials/Email_Security/Administrator_Topics/000_gettingstarted/020_connectiondetails" target="_blank" rel="noreferrer noopener">Connection details<br></a>– <a href="https://help.proofpoint.com/Proofpoint_Essentials/Email_Security/Administrator_Topics/000_gettingstarted/SMTP_Authentication" target="_blank" rel="noreferrer noopener">SMTP authentication</a></li><li><a href="https://docs.rackspace.com/support/how-to/rackspace-email-and-hosted-exchange-settings/" target="_blank" rel="noreferrer noopener">Rackspace</a></li><li><a href="https://support.shaw.ca/t5/internet-articles/about-pop-and-imap-email-server-settings/ta-p/6731" target="_blank" rel="noreferrer noopener">Shaw.ca</a></li><li><a href="https://www.telstra.com.au/support/category/email/set-up/imap-pop-and-smtp-information-for-manual-email-set-up" target="_blank" rel="noreferrer noopener">Telstra</a></li><li><a href="https://www.transip.eu/knowledgebase/entry/309-the-email-settings-at-transip/" target="_blank" rel="noreferrer noopener">TransIP</a></li><li><a href="https://www.webgo.de/hilfe/content/74/287/de/e_mail_verbindungsdaten-webhosting.html" target="_blank" rel="noreferrer noopener">WebGo</a></li><li><a href="https://clients.whc.ca/en/knowledgebase/105/How-to-Configure-an-IMAP-Account.html" target="_blank" rel="noreferrer noopener">WHC / Web Hosting Canada</a></li><li><a href="https://help.yahoo.com/kb/SLN4075.html" target="_blank" rel="noreferrer noopener">Yahoo</a></li><li><a href="https://yandex.com/support/mail/mail-clients.html" target="_blank" rel="noreferrer noopener">Yandex</a></li><li>All-inkl.com<br>– <a href="https://all-inkl.com/wichtig/anleitungen/programme/e-mail/outlook/outlook-fuer-android_545.html?suche=SMTP&amp;textsuche=ja" target="_blank" rel="noreferrer noopener">Outlook für Android<br></a>– <a href="https://all-inkl.com/wichtig/anleitungen/programme/e-mail/thunderbird/imap-ordner-abonnieren_409.html?suche=IMAP&amp;textsuche=ja" target="_blank" rel="noreferrer noopener">Thunderbird: IMAP-Ordner abonnieren</a> </li><li><a href="https://dl.icewarp.com/online_help/1181.htm" target="_blank" rel="noreferrer noopener">IceWarp</a></li><li><a href="https://www.zoho.com/mail/help/imap-access.html" target="_blank" rel="noreferrer noopener">Zoho</a></li><li><a href="https://getmailspring.com/setup/access-rzone-de-via-imap-smtp" target="_blank" rel="noreferrer noopener">Rzone.de (Strato)</a></li><li><a href="https://www.antagonist.nl/help/nl/email/client/overview" title="http://antagonist.nl" target="_blank" rel="noreferrer noopener">Antagonist.nl</a></li><li><a href="https://mxroute.com/docs/what-are-my-smtp-imap-pop-details/" target="_blank" rel="noreferrer noopener">MXroute</a></li><li><a href="https://docs.ovh.com/gb/en/emails/mail-configuration-windows-10/" target="_blank" rel="noreferrer noopener">OVHCloud</a></li><li><a href="https://www.thexyz.com/account/knowledgebase/1/Email-Server-Settings.html" target="_blank" rel="noreferrer noopener">TheXYZ</a> </li></ul>
<p style="text-align: justify">If your provider is not listed here – or if you use an email provider specific to your company – we suggest contacting your system administrator for the IMAP and SMTP information required to sync your email to Pipedrive. </p>
<hr>
<h2>Setting up your email sync</h2><div class="support-note success primary"><strong>Note: </strong>Email sync is not compatible with Amazon WorkMail using the Exchange protocol. Some providers like AOL, Yahoo, Yandex and others require an <strong>app password</strong> instead of the regular email password. You can find information on how to create the app password on your provider’s help pages.</div>
<p style="text-align: justify">If you connect a Microsoft account, you can check for updated IMAP and SMTP settings by going to <strong>Settings &gt; View all Settings &gt; Sync email &gt; POP and IMAP</strong>.</p>
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot_2021-02-12_at_14.07.05.png" alt="Screenshot_2021-02-12_at_14.07.05.png" width="976" height="836"></figure>
<div class="support-note primary">
<strong>Note: </strong>Currently <strong>POP3 server</strong> is <strong>not</strong> supported for the Pipedrive email sync. The email sync feature only supports <strong>IMAP or Exchange</strong> credentials for establishing the sync. The IMAP server using <strong>port 143</strong> is not supported as it’s not encrypted.<br></div>

How can I find my IMAP and SMTP information to sync my email?

Create a catalog of the products or services you sell through your deals with Pipedrive’s Products feature.

<p style="text-align: justify">Create a catalog of the products or services you sell through your deals with Pipedrive’s <strong>Products</strong> feature. </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img class="vidyard-player-embed" src="https://play.vidyard.com/bv4o32ACE9UiSPWR5YgjL2.jpg" alt=""></figure>
<hr>
<h2 style="text-align: justify">Find the Products feature<a name="find-the-products-feature"></a></h2>
<p style="text-align: justify">The <strong>Products </strong>feature is available in all plans and you can enable or disable it by going to <strong>Tools and apps &gt; <a href="https://app.pipedrive.com/settings/products" target="_blank" rel="noreferrer noopener">Products</a></strong>. Here, you can also select the <strong>default tax setting</strong>.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-09-11%20at%2014.43.02.png" alt=""></figure>
<p>Once you enable it, click on the <strong>Products</strong> icon on the main navigation bar.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/products%20sidebar.png" alt=""></figure>
<hr>
<h2 style="text-align: justify">Add new products<br><a name="add-new-products"></a></h2>
<p style="text-align: justify">To add a product to your Pipedrive account, go to the <strong>Products</strong> tab found on the left-hand side of the Pipedrive app and click “<strong>+ Product.“</strong></p>
<p style="text-align: justify">In the window that appears, you can fill in the details about the product and configure its <a href="https://support.pipedrive.com/hc/en/articles/360000309498-Visibility-Groups" target="_blank" rel="noreferrer noopener">visibility</a>.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-06-05%20at%2019.56.23.png" alt=""></figure>
<div class="support-note success primary"><strong>Note: </strong>“<strong>Name</strong>” and<strong> “Unit prices</strong>” are mandatory fields.</div>
<p style="text-align: justify">Once you save the product, you’ll be able to edit these additional fields in your products’ <a href="https://support.pipedrive.com/article/detail-view" target="_blank" rel="noreferrer noopener">detail view</a> or <a href="https://support.pipedrive.com/article/list-view" target="_blank" rel="noreferrer noopener">list view</a>. </p>
<ul>
<li> Active</li>
<li> Category</li>
<li> Description</li>
<li> Name</li>
<li> Owner</li><li>Price</li><li>Product code</li><li>Tax</li><li>Unit</li><li>Unit prices</li><li>Visibility</li>
<li> Product <a href="https://support.pipedrive.com/hc/en/articles/207228075-Custom-Fields" target="_blank" rel="noreferrer noopener">custom fields</a> </li><li>Images (detail view only)</li></ul>
<p style="text-align: justify">You can also add new products in the “<strong>Add deal“</strong> window when <a href="https://support.pipedrive.com/hc/en/articles/207344265-Deals-What-they-are-and-how-to-add-them" target="_blank" rel="noreferrer noopener">adding new deals</a> to your Pipedrive account. </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-06-05%20at%2020.09.48.png" alt=""></figure>
<div class="support-note success primary"><strong>Note:</strong> To add a new category, type the name of your category in the category search box and click on <strong>“</strong><strong>Add as new category.</strong><strong>”</strong> You must be a global permissions admin to add categories. </div>
<hr>
<h2 style="text-align: justify">Products list view<a name="products-list-view"></a></h2>
<p style="text-align: justify">In the list view you will be able to see your added products and edit product details directly.</p>
<p style="text-align: justify">You can <a href="https://support.pipedrive.com/article/filtering" target="_blank" rel="noreferrer noopener">filter</a> for products alphabetically in the top left corner of the screen or create custom filters.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-06-05%20at%2020.12.55.png" alt=""></figure>
<p style="text-align: justify">You will see product-type fields as an option within your filters. This allows you to narrow down your searches or export your data according to product-specific fields.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-06-07%20at%2014.26.10.png" alt=""></figure>
<p style="text-align: justify">To <a href="https://support.pipedrive.com/article/bulk-editing-and-filtering" target="_blank" rel="noreferrer noopener">bulk edit</a> your products, you can click on the checkboxes to the left of your products and select the field you want to edit in the <strong>bulk edit panel</strong> that appears on the right side.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-06-05%20at%2020.14.52.png" alt=""></figure>
<p style="text-align: justify">To delete products, select your products and click on the <strong>trash can</strong> icon that appears at the top of the Products page.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-06-05%20at%2020.15.30.png" alt=""></figure>
<div class="support-note success primary"><strong>Note:</strong> Deleting products requires permission to be granted through permission sets. You can adjust these permissions by going to Settings &gt; Manage users &gt; <a href="https://app.pipedrive.com/settings/permissions" target="_blank" rel="noreferrer noopener"><strong>Permission sets</strong></a>. </div>
<p style="text-align: justify"><a name="C4IamCs"></a></p>
<hr>
<h2 style="text-align: justify">Product detail view<br><a name="product-detail-view"></a></h2>
<p style="text-align: justify">If you click on the product’s name from the products list view, you will be taken to the product’s detail page<strong> </strong>where you can view and edit information related to your product.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-09-05%20at%2011.36.19.png" alt=""></figure>
<p style="text-align: justify"> </p>
<h3 style="text-align: justify">Edit the product’s details<a name="edit-the-product-s-details"></a></h3>
<p style="text-align: justify">To edit the values of the fields, click on the <strong>pencil icon</strong> in the product details window.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-06-06%20at%2017.16.23.png" alt=""></figure>
<p style="text-align: justify">If you want to add product <a href="https://support.pipedrive.com/hc/en/articles/207228075-Custom-Fields" target="_blank" rel="noreferrer noopener">custom fields</a> in this section click on <strong>More actions &gt;</strong> <strong>Customize fields</strong>.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-06-06%20at%2017.17.52.png" alt=""></figure>
<p>If you want to add images to the product, find the <strong>Image</strong> section in the sidebar and click on the <strong>Upload</strong> area.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-09-05%20at%2016.14.02.png" alt=""></figure>
<p>Then, select a file from your computer to upload it.<br></p>
<div class="support-note success primary"><strong>Note:</strong> Supported image types are PNG, JPG, GIF, in a file size up to 15 MB.</div>
<h3 style="text-align: justify">Followers<a name="followers"></a></h3>
<p style="text-align: justify">To manage the product <a href="https://support.pipedrive.com/article/followers" target="_blank" rel="noreferrer noopener">followers</a>, click on the <strong>“Followers“</strong> button on the right-hand side of the screen.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-06-07%20at%2013.08.49.png" alt=""></figure>
<h3>Participants<a name="participants"></a></h3>
<p style="text-align: justify">Click on the “<strong><strong>+</strong></strong>” button in the <a href="https://support.pipedrive.com/article/participants" target="_blank" rel="noreferrer noopener">participants</a> section to open the participant management window. Then, type the first letters of the contact you want to add.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-06-06%20at%2019.10.00.png" alt=""></figure>
<p>If you want to remove participants, click on the <strong>trash bin</strong> icon next to the participant name. </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-06-07%20at%2012.56.37.png" alt=""></figure>
<h3 style="text-align: justify">View and add product prices<a name="view-and-add-product-prices"></a></h3>
<p style="text-align: justify">The <strong>prices tab</strong> will show you all of the price options for that product. Each product can have more than one price listed at a time. To edit or delete any existing product prices, you can hover over the price and click on the <strong>pencil</strong> or <strong>trash can</strong> icon.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-06-07%20at%2013.11.03.png" alt=""></figure>
<ul>
<li>
<strong>Unit price – </strong>The price of each unit sold</li>
<li>
<strong>Cost per unit – </strong>Cost related to each sold unit of the product</li>
<li>
<strong>Direct cost – </strong>Cost related to the development or production of the product</li>
</ul>
<div class="support-note success primary"><strong>Note</strong>: Only the unit price will be displayed in the products list view and detail view. The <strong>cost per unit</strong> and <strong>direct cost</strong> fields are purely notational. </div>
<p style="text-align: justify">If you click on the “<strong>+ Price</strong>” button, you can add a new price for your product.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-06-06%20at%2017.26.51.png" alt=""></figure>
<div class="support-note success primary"><strong>Note:</strong> You will only be able to add one price entry for each type of currency.</div>
<h3 style="text-align: justify">View deals linked to the product<a name="view-deals-linked-to-the-product"></a></h3>
<p style="text-align: justify">The <strong>deals tab</strong> will give a list of all of the deals that currently have that product linked. You can filter to view by deal status in the row above the list. You can learn how to link products to deals in <a href="https://support.pipedrive.com/hc/en/articles/115001109169" target="_blank" rel="noreferrer noopener">this article</a>. </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-06-07%20at%2013.17.39.png" alt=""></figure>
<p style="text-align: justify">To adjust the columns in your deals list, you can click on the <strong>gear icon</strong> on the right side and adjust your columns accordingly.</p>
<p style="text-align: justify">To export the list you see to a spreadsheet, you can click on the “<strong>Export</strong>” button.</p><div class="support-note success primary"><strong>Note:</strong> You can add up to 100 different products to a single deal.<br></div>
<h3 style="text-align: justify">View and upload files<a name="view-and-upload-files"></a></h3>
<p style="text-align: justify">In the <strong>files tab</strong>, you can see any files that have been uploaded to this product, as well as upload additional files from your device.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-06-07%20at%2013.42.52.png" alt=""></figure>
<p style="text-align: justify">If you click on the "[<strong>...</strong>]" button you can add a description, download, or delete your file.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen_Shot_2019-07-29_at_3.56.35_PM.png" alt="Screen_Shot_2019-07-29_at_3.56.35_PM.png" width="300" height="177"></figure>
<hr>
<h2>Product-specific fields<a name="product-specific-fields"></a></h2>
<p>The products feature includes multiple data fields specific to products, which can optimize your experience. </p>
<table><tbody><tr><td><strong>Field name</strong></td><td><strong>Definition</strong></td><td><strong>Example</strong></td></tr><tr><td>Price</td><td>The monetary value assigned to one unit of a product</td><td>My company sells pants, and the <strong>price</strong> of blue jeans is $25 a pair.</td></tr><tr><td>Product code</td><td>A custom code used as shorthand to identify products</td><td>The <strong>product code</strong> for blue jeans is 2174.</td></tr><tr><td>Tax %</td><td>A percentage taken from the total cost of an order and added on as an additional fee</td><td>The price of jeans is $25, with a 10% <strong>tax</strong> rate, so the total cost is $27.50.</td></tr><tr><td>Unit</td><td>A measurement or standard amount of physical quantity for a product</td><td>A pair of jeans represents one <strong>unit</strong>, but a box of jeans is four units.</td></tr><tr><td>Unit prices</td><td>The price of a product per unit</td><td>A box of jeans is $80, and there are four pairs in a box, so the <strong>unit price</strong> is $20 for a box and $25 individually.</td></tr></tbody></table>
<hr>
<h2 style="text-align: justify">Generate quote documents <a name="generate-quote-documents"></a></h2>
<div class="support-note success primary"><strong>Note: </strong>The <a href="https://www.pipedrive.com/en/features/smart-docs-add-on">Smart Docs feature</a> is included on Professional and higher plans and is available for the Essential and Advanced plans as an add-on. <br></div>
<p style="text-align: justify">You can generate quote documents for your deals using the <a href="https://support.pipedrive.com/article/sales-documents-beta" target="_blank" rel="noreferrer noopener">Smart Docs</a> feature.</p>
<p style="text-align: justify">If you have a <a href="https://support.pipedrive.com/article/sales-documents-beta#creating-and-sharing-templates" target="_blank" rel="noreferrer noopener">template</a> that has product placeholders, the information about the products linked to the deal will be added automatically to the document.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-09-06%20at%2012.03.22.png" alt=""></figure>
<div style="text-align: justify" class="support-note success primary"><strong>Note:</strong> The use of Product images in <a href="https://support.pipedrive.com/article/sales-documents-beta" target="_blank" rel="noreferrer noopener">Smart Docs</a> is <strong>only</strong> available for users who connected their cloud to Google, use Google Docs and have the product image placeholder in a product table. Product images in Microsoft Smart Docs, Google Sheets and Google Slides are not supported.<br></div>
<hr>
<h2>Export products<a name="export-products"></a></h2>
<div class="support-note success primary"><strong>Note:</strong> This action is only available to users with deals and global admin permissions enabled.</div>
<p style="text-align: justify">You can export your product catalog and the products linked to deals by going to <strong>Tools and apps &gt; <a href="https://app.pipedrive.com/settings/export" target="_blank" rel="noreferrer noopener">Export data.</a></strong></p>
<p style="text-align: justify">Select <strong>“</strong><strong>Products<strong>“</strong></strong> and one of the export options:</p>
<ul><li>Entire product catalog</li><li>Only products added to deals</li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-09-11%20at%2014.58.png" alt=""></figure>
<p style="text-align: justify">Then, click on either <strong>“</strong><strong>CSV<strong>“</strong></strong> or <strong>“</strong><strong>Excel</strong><strong>”</strong>. Your export file will appear in the <strong>“</strong><strong>Generated exports<strong>“</strong></strong> list. To download the file, click on the cloud icon in the <strong>“</strong><strong>Available until</strong><strong>“</strong> column.</p>

find-the-products-feature

Find the Products feature

add-new-products

Add new products

products-list-view

Products list view

product-detail-view

edit-the-product-s-details

Edit the product’s details

followers

Followers

participants

Participants

view-and-add-product-prices

View and add product prices

view-deals-linked-to-the-product

View deals linked to the product

view-and-upload-files

View and upload files

Product detail view

product-specific-fields

Product-specific fields

generate-quote-documents

Generate quote documents

export-products

Export products

<div class="support-note primary"><strong>Note: </strong>The <a href="https://www.pipedrive.com/en/features/smart-docs-add-on">Smart Docs feature</a> is included on the <strong>Professional</strong>, <strong>Power</strong> and <strong>Enterprise</strong> plans and is available for the <strong>Essential</strong> and <strong>Advanced</strong> plans as an add-on. Only users with account settings access are able to purchase the add-on for the company account. The add-on comes with a 14-day free trial during which you’ll have five signatures available (billing details required). Learn more about the terms and conditions of the add-on from <a target="_blank" href="https://www.pipedrive.com/en/smart-docs-terms" rel="noreferrer noopener">this page</a>.</div>
<p style="text-align: justify">With the <strong>Smart Docs feature</strong>, you can save time in the negotiation process by creating a proposal or quote directly from the deal or contact detail view. The document will automatically be populated with the relevant deal, contact, project or product details from your Pipedrive account. </p>
<p style="text-align: justify">You can then share the document using a trackable link and get notifications when prospects engage with your documents.</p>
<figure><img class="vidyard-player-embed" src="https://play.vidyard.com/Y8xAwijnk4Jc5N9w8ARrwN.jpg" alt=""></figure>
<hr>
<h2 style="text-align: justify">
<a name="connecting-to-your-storage-provider"></a>Connecting to your storage provider</h2>
<p style="text-align: justify">To connect Smart Docs, go to a deal or contact’s detail page, click the <strong>Documents tab </strong>and select <strong>Connect cloud storage</strong>. You can connect using three providers – <strong>Google Drive,</strong> <strong>Microsoft OneDrive or SharePoint.</strong></p>
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-08%20at%209.23.53%20AM.png" width="809" height="675" alt=""></figure>
<p style="text-align: justify">You’ll be brought through a flow to grant permission for Pipedrive to access your account. Once connected, you can upload existing documents or templates saved to your deals, and they’ll also be saved automatically to your drive. </p>
<p style="text-align: justify">After you connect your account, you’ll see the option to connect either a personal or shared drive as your storage location. </p>
<div class="support-note primary">
<strong>Note:</strong> Connecting your Google account for Smart Docs is separate from setting it up for the <a href="https://support.pipedrive.com/hc/en/articles/207290995" target="_blank" rel="noreferrer noopener">Google Drive sync feature</a>. </div>
<p style="text-align: justify">You can also add and disconnect your account by going to <strong>Tools and apps &gt; <a href="https://app.pipedrive.com/settings/sales-documents" target="_blank" rel="noreferrer noopener">Documents</a> </strong>and clicking “<strong>+ Add a new account” </strong>or<strong> “Disconnect.” </strong>You can learn more about how files are stored in <a href="https://support.pipedrive.com/hc/en/articles/360011485078" target="_blank" rel="noreferrer noopener">this article</a>.</p>
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-08%20at%209.37.08%20AM.png" width="777" height="667" alt=""></figure>
<div class="support-note primary">
<strong>Note:</strong> If you’re having trouble connecting or re-authenticating your Google Drive, go to your <a href="https://myaccount.google.com/permissions" target="_blank" rel="noreferrer noopener">Google Permissions</a> and remove Pipedrive permissions before trying to connect again. <a href="https://support.pipedrive.com/hc/en/articles/115005875565" target="_blank" rel="noreferrer noopener">Contact our support team</a> for assistance if you’re still having trouble.</div>
<p style="text-align: justify">You can also set up a <a href="https://support.pipedrive.com/en/article/smart-docs-setting-up-a-default-shared-drive" target="_blank" rel="noreferrer noopener">default shared drive</a> for your account.<br></p>
<hr>
<h2 dir="ltr"><strong>Creating a shared drive folder </strong><a name="creating-a-shared-drive-folder"></a></h2>
<p dir="ltr">When you connect your storage provider to the Smart Docs feature, you’ll notice a drop-down menu where a person’s drive can be selected. When you connect the Smart Docs feature, you’re automatically assigned a custom shared drive folder. However, you can also create your own.</p>
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-08%20at%209.44.49%20AM.png" width="678" height="330" alt=""></figure>
<p dir="ltr">Just navigate to the <strong>Shared drives</strong> tab in your Google Drive account and create a new folder: </p>
<figure><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202023-03-08%20at%2009-49-49.gif" width="786" height="398" alt=""></figure>
<p dir="ltr">Once you’ve created your new shared folder in Google Drive, navigate to <strong>Tools and Apps &gt; Documents</strong> and select the new shared folder for use with your Smart Docs: </p>
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-08%20at%209.52.25%20AM.png" width="464" height="313" alt=""></figure>
<p dir="ltr">If the option to view or create a new shared folder doesn’t appear in your GSuite account, it may be due to the edition being used.</p>
<p dir="ltr">While Google Suit Basic doesn’t support shared folders, these editions do: </p>
<ul><li dir="ltr"><p dir="ltr">Business Standard and Plus</p></li><li dir="ltr"><p dir="ltr">Enterprise</p></li><li dir="ltr"><p dir="ltr">Education Fundamentals</p></li><li dir="ltr"><p dir="ltr">Standard</p></li><li dir="ltr"><p dir="ltr">Teaching and Learning Upgrade and Plus</p></li><li dir="ltr"><p dir="ltr">Nonprofits</p></li><li dir="ltr"><p dir="ltr">G Suite Business</p></li><li dir="ltr"><p dir="ltr">Essentials</p></li></ul>
<p dir="ltr">If the synced GSuite account doesn’t support shared folders, the option in Pipedrive will appear greyed out.</p>
<hr>
<h2 style="text-align: justify"><a name="creating-and-sharing-templates"></a>Creating and sharing templates<br></h2>
<div class="support-note primary">
<strong>Note:</strong> Only users with the correct<strong> global permissions</strong> can create templates.</div>
<p style="text-align: justify">Once you’ve connected your account, you can start creating documents and proposals. You can create a document directly, but we recommend first creating a template so you can save time for your future documents. You can control which Pipedrive roles are permitted to create or add new templates using Pipedrive permission “<strong>Add and import Smart Docs templates</strong>.” Read more about permission sets in Pipedrive in <a href="https://support.pipedrive.com/hc/en/articles/360000309478" target="_blank" rel="noreferrer noopener">this article</a>.</p>
<p style="text-align: justify">To create a template from scratch, go to the <strong>Documents &gt; Templates tab</strong> in a deal or contact’s detail view and click on “<strong>Document</strong>,”<strong> </strong>“<strong>Spreadsheet</strong>” or<strong> </strong>“<strong>Presentation</strong>.”<strong> </strong>You can also import a template from your provider if you already have one saved. </p>
<div class="support-note success primary"><strong>Note: </strong>Creating templates and documents with a spreadsheet or presentation is only available for Google Drive users. </div>
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-08%20at%2010.18.30%20AM.png" width="739" height="472" alt=""></figure>
<div class="support-note primary">
<strong>Note:</strong> If you use OneDrive, the file picker, template editor and document editor will appear as new pop-up windows. If you do not see the pop-up windows, you will have to enable pop-ups from Pipedrive in your browser settings. Learn how to enable pop-ups in <a href="https://www.wikihow.com/Allow-Pop%E2%80%93ups" target="_blank" rel="noreferrer noopener">this article</a>. </div>
<p><strong>Editing your template</strong></p>
<div class="support-note success primary"><strong>Note: </strong>For more information about using field data and templates in Smart Docs, check out <a href="https://support.pipedrive.com/article/smart-docs-fields-and-templates" target="_blank" rel="noreferrer noopener">this article. </a></div>
<p style="text-align: justify">When in the template editor, you can update the template’s <strong>name </strong>and <strong>category</strong> and add any Pipedrive deal, contact, product, project, or <strong>time-based </strong><strong>fields</strong> to fill in the content of your template.</p>
<p style="text-align: justify">To add Pipedrive fields to your template, copy and paste the field from the right-hand side of your template editor into the template body. The field will show in brackets “[ ]” and be automatically replaced with the field data when the template is used for a document.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202023-03-08%20at%2010-33-14.gif" alt=""></figure>
<p style="text-align: justify">Once you have finished editing your template, click “<strong>C</strong><strong>lose</strong>” to save your template or “<strong>Use to create document</strong>” to immediately use the template to create a document. </p>
<p style="text-align: justify">Learn more about fields and templates in Smart Docs <a href="https://support.pipedrive.com/article/smart-docs-fields-and-templates" target="_blank" rel="noreferrer noopener">from this article</a>.</p>
<h2 style="text-align: justify"> </h2>
<p style="text-align: justify"><strong>How can I share templates with my team? </strong><br><br>You can use advanced template sharing to automatically share the template with other users in Pipedrive. To share a template, open up to edit your template and click on the <strong>Permissions</strong><strong> tab</strong>. There are two different levels of permissions you can give users: </p>
<ol>
<li>
<strong>Can use this template – </strong>View the template and use it to create new documents, can’t edit or delete the original template.
</li>
<li>
<strong>Can edit this template – </strong>View, use, edit and delete the original template.<img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202023-03-08%20at%2010-50-11.gif" alt=""></li></ol>
<div class="support-note success primary"><strong>Note:</strong> In order to successfully use a template, the user you share it with will also need to have access to the original template file in your storage provider. For this reason, we recommend that all templates and documents are stored in a shared drive. You can set this up in Smart Docs settings. Learn more about how documents are stored in <a href="https://support.pipedrive.com/hc/en/articles/360011485078" target="_blank" rel="noreferrer noopener">this article</a>.<br></div>
<p style="text-align: justify">Once a template has been shared with another user, it will show up in the <strong>Shared with me</strong> section of the template gallery. </p>
<figure><img src="https://kb-cms.pipedriveassets.com/compressed%20template.png" width="874" height="415" alt=""></figure>
<hr>
<h2 style="text-align: justify">
<a name="creating-a-document"></a>Creating a document </h2>
<div class="support-note primary">
<strong>Note:</strong> Users are able to request signatures through the Smart Docs feature. Learn more about this functionality in <a href="https://support.pipedrive.com/en/article/sales-documents-esignatures-beta" target="_blank" rel="noreferrer noopener">this article</a>. </div>
<p style="text-align: justify">To create a document, click the <strong>Documents tab</strong> in a deal or contact’s detail view. You’ll see the option to create a document from a previously created template or create one from scratch with a <strong>blank document</strong>, <strong>spreadsheet</strong>, or <strong>presentation.</strong><br></p>
<p style="text-align: justify">You can also import pre-created documents from your device or connected Google Drive, Microsoft OneDrive or SharePoint account. Documents saved locally can also be uploaded as a PDF from your device. </p>
<div class="support-note success primary"><strong>Note: </strong>If you upload your document as a PDF, you will not be able to modify it or save it as a template. </div>
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-08%20at%2010.55.04%20AM.png" width="590" height="474" alt=""></figure>
<p style="text-align: justify">To create a document from an existing template, click “<strong>From template</strong>” and select the template you wish to use. The document editor will appear with all the template fields filled in with the corresponding data. </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202023-03-08%20at%2011-21-44.gif" alt=""></figure>
<p style="text-align: justify">You can customize the name and category and adjust the content according to your preferences. The document will automatically save as you work.</p>
<p dir="ltr">In order to create a document with <em>deal</em>-specific placeholders, you must create it from within the <strong>deal details</strong> view. To create a document with <em>person</em>-specific placeholders, you must create it from the <strong>deal or person’s detail view.</strong></p>
<div dir="ltr" class="support-note success primary"><strong>Note:</strong> If the item is missing any field information in the template, the field name placeholder will remain in the document. Learn how to clear unpopulated fields in <a href="https://support.pipedrive.com/en/article/smart-docs-fields-and-templates#clear-unpopulated-document-fields" target="_blank" rel="noreferrer noopener">this article</a>. <br></div>
<hr>
<h2 style="text-align: justify">
<a name="viewing-and-sharing-your-document"></a>Viewing and sharing your document </h2>
<p style="text-align: justify"><strong>Google Drive –</strong> If you click on the “<strong>Share</strong>” button in the bottom right corner of the document editor, you can share the document, download the document as a PDF or delete the document. </p>
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-08%20at%2011.38.06%20AM.png" width="371" height="180" alt=""></figure>
<ul>
<li>
<strong>Request signatures – </strong>Request signatures from the recipients of the documents. </li>
<li>
<strong>Share as link –</strong> Generate a link to a read-only PDF version of this document, which will be displayed in a browser window once the recipient opens it.</li>
<li>
<strong>Download PDF –</strong> Save your document locally so you can attach it to an email or send it directly to your customers.</li>
</ul>
<p style="text-align: justify"><strong><br>OneDrive and SharePoint –</strong> To share your document, you will first have to close your document editor and click on the <strong>“...” </strong>(more) button on the document created on the <strong>Detail page. </strong></p>
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-08%20at%2012.00.38%20PM.png" width="640" height="318" alt=""></figure>
<p style="text-align: justify">When you share your document with a link, you’ll have the option to track views and set up email notifications for when someone opens the document.<br></p>
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-08%20at%2012.02.19%20PM.png" width="596" height="853" alt=""></figure>
<p style="text-align: justify">If you enable the <strong>Track views</strong> option, you can be notified by email when your document is opened for the first time, every time, or never. </p>
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-08%20at%2012.06.47%20PM.png" width="652" height="608" alt=""></figure>
<div class="support-note primary">
<strong>Note:</strong> Our document tracking feature is GDPR compliant. You can read more in <a href="https://support.pipedrive.com/hc/en/articles/360011440957" target="_blank" rel="noreferrer noopener">this article</a>. </div>
<p style="text-align: justify">Once a link has been generated, you’ll see it saved as a version under the original document<strong> </strong>with<strong> </strong>the number of views and the creation time, and you’ll no longer be able to update that version. </p>
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-08%20at%2012.08.19%20PM.png" width="634" height="326" alt=""></figure>
<p style="text-align: justify"><br>To create another version of a document, click on the original document, make the necessary updates and generate a new link. Once the link is generated, you will see it as Version 2 under your document:<br></p>
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-08%20at%2012.17.28%20PM.png" width="617" height="311" alt=""></figure>
<p style="text-align: justify">If you create another version of a document, we recommend disabling the link for the first version so there aren’t two live versions. To do so, click on the “<strong><strong>...</strong></strong>” of the first version and click on <strong>Share as link &gt; Enable link </strong>to disable the link. </p>
<figure><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202023-03-08%20at%2012-20-36.gif" width="816" height="635" alt=""></figure>
<hr>
<h2 style="text-align: justify">Adding a signature to your document<a name="adding-a-signature-to-your-document"></a></h2>
<p style="text-align: justify">Smart Docs also comes with an <strong>eSignatures</strong> functionality, so you can request document signatures from your customers without needing any extra tools. </p>
<p style="text-align: justify">Create or upload a document with the Smart Docs feature from the <strong>deal or contact </strong>page and find the option to <strong>Request signatures</strong>. Learn how to request signatures for your documents in <a href="https://support.pipedrive.com/article/sales-documents-esignatures-beta#how-many-signatures-can-i-request" target="_blank" rel="noreferrer noopener">this article</a>.</p>
<div class="support-note success primary"><strong>Note: </strong>eSignatures feature is only available on our <strong>Professional</strong> and <strong>Enterprise</strong> plans as well as users trialing these plans with valid billing details entered. This feature will be available for <strong>Essential</strong> and <strong>Advanced</strong> users with the Smart Docs add-on.</div>

Smart Docs

connecting-to-your-storage-provider

Connecting to your storage provider

creating-a-shared-drive-folder

Creating a shared drive folder

creating-and-sharing-templates

Creating and sharing templates

creating-a-document

Creating a document

viewing-and-sharing-your-document

Viewing and sharing your document

adding-a-signature-to-your-document

Adding a signature to your document

<div class="support-note primary">
<strong>Note:</strong> This action is only available to users with the correct <a href="https://support.pipedrive.com/hc/en/articles/360000309478-Permission-Sets" target="_blank" rel="noreferrer noopener">global permissions</a> enabled. The number of custom fields you can have depends on which plan you’re on. Learn more about usage limits in <a href="https://support.pipedrive.com/en/article/usage-limits-in-pipedrive">this article</a>.</div>
<p style="text-align: justify">Pipedrive offers a <a href="https://www.pipedrive.com/products/sales/customizable-crm" target="_blank" rel="noreferrer noopener">highly customizable approach</a> to managing your sales process. Your deals and leads, contacts, projects and products already come with the default fields needed to manage your data, but you can add fields specific to your company’s needs as <strong>custom fields. </strong></p>
<p style="text-align: justify">With custom fields, you can document specific information needed to customize your data and organize and <a href="https://support.pipedrive.com/article/filtering" target="_blank" rel="noreferrer noopener">filter</a> it in Pipedrive based on these fields. </p>
<figure><img class="vidyard-player-embed" src="https://play.vidyard.com/TvK6MxhBiQsy48kFJ5Njnh.jpg" alt=""></figure>
<div style="text-align: justify" class="support-note success primary">If you’re just getting started with Pipedrive, you can check out our <strong>“</strong><strong>Get started with the basics”</strong> <a href="https://www.pipedrive.com/en/academy/courses/get-started-with-the-basics?ref=kb_article" target="_blank" rel="noreferrer noopener">Pipedrive Academy course</a>. </div>
<hr>
<h2 style="text-align: justify">
<a name="adding-custom-fields"></a>Adding custom fields </h2>
<div class="support-note success primary"><strong>Note:</strong> Not sure where to add your custom field? Learn more about how your data is organized <a href="https://support.pipedrive.com/hc/en/articles/206770039-How-your-data-is-organized" target="_blank" rel="noreferrer noopener">in this article.</a></div>
<p style="text-align: justify">Go to <strong>Settings &gt; Company &gt; <a href="https://app.pipedrive.com/settings/fields" target="_blank" rel="noreferrer noopener">Data fields</a></strong>, and click “<strong>Add custom field</strong>.”<strong> </strong>The field can be added under <strong>L</strong><strong>ead/deal</strong>, <strong>Person</strong>, <strong>Organization</strong>, <strong>Product </strong>or <strong>Project</strong>. <br></p>
<p style="text-align: justify">In the window that appears, <strong>name</strong> the field and select the <strong>type</strong> of field you wish to create. Pipedrive offers a variety of custom field types that can easily be customized according to the information you need for your data.</p>
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-02-23%20at%208.42.14%20AM.png" width="912" height="556" alt=""></figure>
<p style="text-align: justify">You can learn about the types of custom fields available in <a href="https://support.pipedrive.com/hc/en/articles/115005197725" target="_blank" rel="noreferrer noopener">this article</a>.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/cf%201.jpg" alt=""></figure>
<div style="text-align: justify" class="support-note success primary"><strong>Note: </strong><strong>Leads</strong> use the same fields as <strong>deals</strong>. When a custom field is created for deals, the same field with the same name and properties will also be created for leads.<br></div>
<h3 style="text-align: justify">Field properties<a name="field-properties"></a></h3>
<p style="text-align: justify">When adding a custom field, you can choose the places where the field is shown in Pipedrive. </p>
<table><tbody><tr><td><strong>Always visible in detail view (pinned)</strong></td><td>The custom field always appears in the item’s detail view, whether or not a value is added.</td></tr><tr><td><strong>Appears in add view</strong></td><td>The custom field always appears in that item’s <strong>“Add new” </strong>dialog.</td></tr><tr><td><strong>Appears in project detail view</strong></td><td>The custom field always appears in a project's detail view, whether or not a value is added.</td></tr><tr><td><strong>Pipeline (for lead/deal custom fields only)</strong></td><td>You can hide some fields from specific pipelines and unclutter the deal detail view.</td></tr></tbody></table>
<div class="support-note success primary"><strong>Note: </strong>Pipeline-specific custom fields are only available for Professional and higher plans.<br></div>
<h3>Quality rules<a name="quality-rules"></a></h3>
<table><tbody><tr><td><strong>Required fields</strong></td><td>Mark fields as required to ensure your team enters crucial deal data. If a required field is empty, users won’t be able to save the deal and will see a reminder in already existing deals.</td></tr><tr><td><strong>Important fields</strong></td><td>Marks a field as “important” in all or specific pipelines and stages. You can read more about important fields in <a href="https://support.pipedrive.com/hc/en/articles/360000943585-Important-Fields" target="_blank" rel="noreferrer noopener">this article</a>.</td></tr></tbody></table>
<h3>Where else can I add custom fields?<br><a name="where-else-can-i-add-custom-fields"></a></h3>
<p style="text-align: justify">Custom fields can also be added in the <strong>detail view</strong> of an item by going to <strong>Details &gt; Customize fields &gt; +Add a new field. </strong></p>
<figure><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202023-02-28%20at%2008-41-26.gif" width="937" height="672" alt=""></figure>
<hr>
<h2 style="text-align: justify">
<a name="viewing-your-custom-fields"></a>Viewing your custom fields </h2>
<p style="text-align: justify">You can add, view, or delete custom field values in the following places within Pipedrive. </p>
<h3 style="text-align: justify">Detail view<a name="detail-view"></a></h3>
<p>In the<strong> detail view</strong>, any custom fields can be found in the <strong>DETAILS</strong> section.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-02-28%20at%208.33.35%20AM.png" width="574" height="364" alt=""></figure>
<h3 style="text-align: justify">List view<a name="list-view"></a></h3>
<p style="text-align: justify">Click on the gear icon to the right of the table and select the custom field in the “Choose columns” section. Click <strong>“Save”</strong> to make that custom field column visible in the list view.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-02-28%20at%208.07.36%20AM.png" alt=""></figure>
<h3 style="text-align: justify">Add new dialog<a name="add-new-dialog"></a></h3>
<p>If the <strong>“Show in add new dialog”</strong> option is marked as “Yes”, the custom field will appear in the “<strong>Add new</strong>” modals.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-02-28%20at%208.03.13%20AM.png" width="707" height="906" alt=""></figure>
<h3>Import<a name="import"></a></h3>
<p>When importing a spreadsheet into Pipedrive, your custom fields can be mapped to columns in your spreadsheet. You can also add custom fields directly from the <strong>mapping</strong> page.<br><br>Read more about importing <a href="https://support.pipedrive.com/hc/en/articles/208039595" target="_blank" rel="noreferrer noopener">in this article</a>. </p>
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-02-23%20at%201.21.09%20PM.png" width="998" height="606" alt=""></figure>
<hr>
<h2 style="text-align: justify">Updating your custom fields<br><a name="updating-your-custom-fields"></a></h2>
<p style="text-align: justify">To change your custom fields, go to <strong>Settings &gt; Company &gt; <a href="/settings/fields">Data fields</a></strong> and click the<strong> </strong>"<strong>...</strong>” button next to your custom field. </p>
<h3>Edit<a name="edit"></a></h3>
<p>You can change the custom field name, field properties and important fields for your custom field at any time. The custom field type cannot be changed once it has been created.</p>
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-02-28%20at%208.14.37%20AM.png" width="791" height="294" alt=""></figure>
<h3>Reorder<br><a name="reorder"></a></h3>
<p>You can change the order in which your custom fields are displayed.</p>
<p>After clicking on “<strong>R</strong><strong>eorder</strong>” you’ll be prompted with a window where you can change the order of fields. The changes will be applied to the <strong>Add new</strong> view and <strong>d</strong><strong>etail view</strong>.</p>
<center><figure><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202023-02-28%20at%2008-21-49.gif" width="494" height="442" alt=""></figure>
</center><h3>
Delete<a name="delete"></a></h3>
<p>Deleting your custom field will delete the field and its existing data from your Pipedrive account.</p>
<h3>
Copy API key<a name="copy-api-key"></a></h3>
<p>You can copy your custom field’s API key. For more information on how to use the API, you can look at our<a href="https://pipedrive.readme.io/docs" target="_blank" rel="noreferrer noopener">API documentation</a>. </p>
<hr>
<h2>Custom field grouping<a name="custom-field-grouping"></a></h2>
<p>You can organize your custom fields into groups, making it easier to find the field you need. </p>
<p>To add a new custom field group, click <strong>”+ Field group“ </strong>while creating or editing a custom field. </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/cf%202.jpg" alt=""></figure>
<p>After you create your group, you can see it in your <a href="https://app.pipedrive.com/settings/fields" target="_blank" rel="noreferrer noopener"><strong>data fields. </strong></a></p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/cf%203.jpg" alt=""></figure>
<p>You can view your fields in groups or in a standard list view. </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/cf%204.jpg" alt=""></figure>
<hr>
<h2>Custom field statistics<a name="custom-field-statistics"></a></h2>
<p style="text-align: justify"><strong>Admin</strong> users may not always know where a field is used or what data might get lost if they delete fields.</p>
<p style="text-align: justify">To measure the success and usefulness of your fields and avoid accidental deletions when editing, users can see their creation and update dates, along with stats showing where it is filled in or used in filters.</p>
<p style="text-align: justify">To view the field stats, admin users must click on the field to open the edit view. Then, at the bottom-left corner, click <strong>“View field stats”</strong>.</p><figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-07-24%20at%2015.18.46.png" alt=""></figure>
<p style="text-align: justify">Then, a prompt will be displayed with the field stats. With this information in mind, you can either go back to <strong>edit</strong> the field or <strong>delete</strong> it.</p><figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-07-24%20at%2015.12.56.png" alt=""></figure>

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Field properties

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Copy API key

Updating your custom fields

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Speed up your processes and boost your sales by automating tasks based on trigger events.

<div class="support-note success primary"><strong>Note: </strong>This feature is only available on Advanced and higher plans. This article features the most recent version of our automation feature which may differ from the one in your account. If you don’t have the most up-to-date version and would like to use it, please <a href="https://support.pipedrive.com/contact-us" target="_blank" rel="noreferrer noopener">contact our support team.</a></div>
<figure><img class="vidyard-player-embed" src="https://play.vidyard.com/kXfeyknb73U6TqdbaDgbXA.jpg" alt=""></figure>
<hr>
<h2 style="text-align: justify"><a name="automations"></a>Automations</h2>
<div class="support-note success primary"><strong>Note:</strong> Only global admin users in Pipedrive may create automations unless that permission has been enabled for other users’ permission set in the company Pipedrive account. Learn more about permission sets in <a href="https://support.pipedrive.com/article/permission-sets" target="_blank" rel="noreferrer noopener">this article</a>.<br></div>
<p style="text-align: justify">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.<br></p>
<p style="text-align: justify"><strong><a href="https://www.pipedrive.com/features/workflow-automation" target="_blank" rel="noreferrer noopener">Automations</a></strong> in Pipedrive are made up of two parts – a <strong>trigger event</strong> and an <strong>action event</strong>.</p>
<ul><li>The <strong>trigger event</strong> is the <strong>“if”</strong> portion of an if-then equation: Before the automation occurs, this programmed action needs to occur.<br>This can be the creation, updating, or deletion of a person, organization, activity, or deal in Pipedrive.</li><li>The <strong>action event</strong> is the <strong>“then”</strong> part of an if-then equation: Once the trigger event has occurred, this is the action you wish to take place.<br>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.</li></ul>
<div class="support-note success primary"><strong>Note:</strong> Importing data into your Pipedrive account does <strong>not</strong> trigger any actions within automations, except imports that update or delete <strong>leads</strong>.</div>
<hr>
<h2 style="text-align: justify"><a name="creating-an-automation"></a>Creating an automation</h2>
<div class="support-note success primary"><strong>Note: </strong>For an in-depth visual guide into the automation tool, check out our <a href="https://app.livestorm.co/pipedrive/get-started-with-automations?type=detailed" target="_blank" rel="noreferrer noopener">weekly webinar</a>. </div>
<p style="text-align: justify">To access the automation feature, click on the “<strong>...</strong>”<strong> (more) tab &gt; Automations</strong>.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/automations%20nav%20bar.png" alt=""></figure>
<p style="text-align: justify">To begin creating an automation, click the<strong> </strong>“<strong>+ </strong><strong>Automation</strong>” button at the top right of the automation page.<br></p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-08-03%20at%2018.23.38.png" alt=""></figure>

<div style="text-align: justify" class="support-note success primary"><strong>Note: </strong>The automation name can be up to 120 characters long. The automation description can be 200 characters long.</div>
<p style="text-align: justify">To begin designing your automation, click the “<strong>Add trigger</strong>” button. You’ll see a sidebar where you can choose the item and event that will trigger your automation.</p>
<p style="text-align: justify">When configuring your trigger, you can choose between six options – <strong>deal</strong>,<strong> person</strong>,<strong> activity</strong>,<strong> lead</strong>,<strong> organization</strong>, and <strong>project</strong> – with three options of what event relating to that item will trigger the automation – <strong>creation</strong>, <strong>updating</strong>, or <strong>deletion</strong>.</p>
<p>Once you have chosen the trigger type and the trigger event, click the “<strong>Apply trigger</strong>” button.<br></p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202023-02-14%20at%2013-07-49.gif" alt=""></figure>
<p style="text-align: justify">With the trigger event in place, you’ll then have the option to apply a condition (or conditions) to your trigger. Here, you can define under what circumstances your automation will trigger.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-08-03%20at%2018.35.56.png" alt=""></figure>
<p style="text-align: justify">After saving your condition, click on the plus sign <strong>“+“</strong> to choose your next step. This can be another condition or your action event.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-08-03%20at%2018.38.27.png" alt=""></figure>
<p style="text-align: justify">When defining your action, you can choose between default options – <strong>person</strong>, <strong>organization</strong>, <strong>lead</strong>, <strong>deal</strong>, <strong>activity</strong>, <strong>email, notes, <a href="https://support.pipedrive.com/article/campaigns-by-pipedrive" target="_blank" rel="noreferrer noopener">campaigns</a>,</strong> <strong><a href="https://support.pipedrive.com/article/projects-by-pipedrive" target="_blank" rel="noreferrer noopener">projects</a></strong><strong> </strong>and<strong> <a href="https://support.pipedrive.com/article/automations-webhook-requests" target="_blank" rel="noreferrer noopener">webhooks</a></strong>– as well as integrations – <a href="https://support.pipedrive.com/en/article/workflow-automation-slack-notifications">Slack</a>, <a href="https://support.pipedrive.com/en/article/pipedrive-integration-microsoft-teams">Microsoft Teams</a>, <a href="https://support.pipedrive.com/article/pipedrive-integration-trello" target="_blank" rel="noreferrer noopener">Trello</a> and <a href="https://support.pipedrive.com/article/pipedrive-integration-asana" target="_blank" rel="noreferrer noopener">Asana</a>. You’re able to choose action types that are specific to each option.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-02-14%20at%2013.33.13.png" alt=""></figure>
<div class="support-note warning"><strong>Note: </strong>Automations set up to create a new deal will fail at that step if you’re at your open deal limit. The automation won’t resume if this deal is created later manually or through an upload. Learn more about usage limits in <a href="https://support.pipedrive.com/article/usage-limits-in-pipedrive" target="_blank" rel="noreferrer noopener">this article</a>. </div>
<p style="text-align: justify">You can add multiple actions to your automation, and they’ll always be executed from the top and work down the list. For example, step 3 will only be executed after step 2 is done. </p>
<p style="text-align: justify">However, note that automations will check only once if the condition for every triggered action is met unless you use the <strong>w</strong><strong>ait until event</strong> condition. If a condition of a specific action is not met, the action won’t be executed and the system won’t execute the next step.</p>
<p style="text-align: justify">Here, you can see how to set up an automation that moves your new deal to a different pipeline depending on the deal owner.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202023-02-17%20at%2013-49-18.gif" alt=""></figure>
<div class="support-note success primary"><strong>Note:</strong> 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.</div>
<div class="support-note success primary"><strong>Note:</strong> If you set a trigger to create an activity and don’t 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.</div>
<p style="text-align: justify">To specify which users are allowed to trigger this automation, check the option at the top of the automation and select which option you would prefer.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-08-03%20at%2018.41.45.png" alt=""></figure>
<div class="support-note success primary"><strong>Note: </strong>You can set up an automation that sends out emails to be triggered by any user in your account through the <a href="https://support.pipedrive.com/article/email-sync" target="_blank" rel="noreferrer noopener">email sync feature</a>. 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’ll have to set up your own automation.<br></div>
<p style="text-align: justify">Once you have made all of your choices and designed your automation, click the <strong>“</strong><strong>Save”</strong> button to finalize your automation.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-08-03%20at%2018.43.14.png" alt=""></figure>
<p style="text-align: justify">Once you save your automation, it will be listed on the <a href="https://support.pipedrive.com/article/automations-list-view" target="_blank" rel="noreferrer noopener">automation list view</a>.<br></p>
<hr>
<h2>Automation list view<a name="automation-list-view"></a></h2>
<p style="text-align: justify">You may also view all of your created automations along with the automations that have been created for the entire company’s Pipedrive account, sort by updated time and apply filters.<br></p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/automations%20list%20view2.png" alt=""></figure>
<p style="text-align: justify">You may edit, delete, or mark automations as active or inactive. If an automation is marked as inactive, the trigger and action functions won’t occur.</p>
<p style="text-align: justify">Inactive automations are grayed out to allow you to quickly understand which automations are currently active in your Pipedrive account.</p>
<p>Learn more about the automation list view in <a href="https://support.pipedrive.com/article/automations-list-view" target="_blank" rel="noreferrer noopener">this article</a>.</p>
<hr>
<h2>Transfer automations<a name="transfer-automations"></a></h2>
<p style="text-align: justify">Whether a user is leaving the company or just taking time off, another user may need access to their automations to troubleshoot or assign them to someone else. This can be done by transferring existing automations.</p>
<h3 style="text-align: justify">Users and permissions<a name="users-and-permissions"></a></h3>
<p>Only the following types of users are able to transfer automations:</p>
<ul><li><strong><a href="https://support.pipedrive.com/article/global-user-management#global-permissions" target="_blank" rel="noreferrer noopener">Global app</a> admin</strong> users can transfer any automation to themselves or to any other global app admins</li><li><strong><a href="https://support.pipedrive.com/article/global-user-management#deals-app" target="_blank" rel="noreferrer noopener">Deals app</a> admin</strong> users and <strong>global regular users</strong> with the <a href="https://support.pipedrive.com/article/permission-sets#permissions" target="_blank" rel="noreferrer noopener">permission</a> <strong>”Add automations” </strong>can transfer their own automations to global app admins</li></ul>
<h3>Transfer ownership<a name="transfer-ownership"></a></h3>
<p><strong>Single transfer</strong></p>
<p>Open the automation preview. When hovering over the owner’s name on the left, click the pencil icon, or click<strong> ”...”</strong> on the right and “Transfer ownership.”</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-01-22%20at%2018.52.09.png" alt=""></figure>
<p style="text-align: justify"><strong>Bulk transfer</strong></p>
<p style="text-align: justify">On the list view, click <strong>”Select multiple”</strong> on the right-hand side of your screen and mark the checkboxes of the automations you want to transfer.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-01-22%20at%2019.05.02.png" alt=""></figure>
<p style="text-align: justify">Then, click <strong>“Transfer ownership”</strong>.<br></p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-01-22%20at%2019.06.51.png" alt=""></figure>
<p style="text-align: justify">When clicking on <strong>“Transfer ownership” </strong>you must select the user to whom you want to transfer the automation.<br></p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-05-12%20at%2010.39.38.png" alt=""></figure>
<p style="text-align: justify">Before finishing the transfer, you’ll see a disclaimer with a list of events that will happen once the automation is transferred. The events in the disclaimer may vary depending on the automation steps (for example, if there are pending executions active, if an integration is installed and used in an automation).</p>
<p style="text-align: justify">Make sure to read this disclaimer carefully before proceeding.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-05-12%20at%2010.36.48.png" alt=""></figure>
<p style="text-align: justify">In the disclaimer prompt you’re able to cancel pending executions for that automation. If you check the box, any pending executions will be canceled and not executed. E.g., if the automation is configured to send an email 5 days after a trigger and those executions are still in progress, they’ll be canceled and the email won’t be sent. </p>
<div style="text-align: justify" class="support-note success primary"><strong>Note:</strong> If you choose not to cancel any pending executions, the automations will continue to run and the owner of the execution before the transfer will be able to see the executions for automation in their history tab. </div>
<p style="text-align: justify">Once the automation is transferred, it will appear in the list view of automations of the receiving owner. The automation is transferred in an inactive state, so the receiving owner is able to review the automation and do any troubleshooting if required.</p>
<p>The automation will have a transferred label added to indicate that it has been transferred. </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/transferred%20label.png" alt=""></figure>
<div style="text-align: justify" class="support-note success primary"><strong>Note:</strong> The <strong>transferred</strong> label will disappear from the automation after three days.</div>
<p>The receiving owner is now able to configure the automation – including editing and activation.</p>

Automations

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<div class="support-note primary">
<div class="support-note success primary"><strong>Note: </strong>The <strong>email sync</strong> feature is one of the many useful features on Pipedrive’s Advanced and higher plans. Attend our webinar <a href="https://app.livestorm.co/pipedrive/email-sync-webinar" target="_blank" rel="noreferrer noopener">How Email Sync works in Pipedrive</a> for a live demonstration and Q&amp;A.</div></div>
<p>Pipedrive features two methods of managing email conversations with your customers:<strong> email sync</strong> and <a href="https://support.pipedrive.com/en/article/smart-email-bcc" target="_blank" rel="noreferrer noopener"><strong>Smart Bcc</strong></a>.<a href="https://support.pipedrive.com/hc/en/articles/360000015825-Smart-Email-BCC" target="_blank" rel="noreferrer noopener"><br></a></p>
<figure><img class="vidyard-player-embed" src="https://play.vidyard.com/A7sNpGN83ZeNpj6u3W7WB8.jpg" alt=""></figure>
<p style="text-align: justify">Whichever method you use, Pipedrive calculates which contacts, leads and deals your email conversations belong to based on the email address of the recipient.</p>
<p style="text-align: justify">This means you can see all your email conversations from the <strong>detail view</strong> of both the person and the linked deal.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Annotation%20on%202023-03-10%20at%2009-50-39.png" width="835" height="498" alt=""></figure>
<p style="text-align: justify"> <br> You also have a dedicated Pipedrive inbox, where you can see all of your emails, control the linking and sharing of those emails, and compose new ones by clicking the green <strong>pencil</strong> icon.<br> </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-10%20at%2011.15.49%20AM.png" alt=""></figure>
<div style="text-align: justify" class="support-note success primary"><strong>Note:</strong> If you use a keyboard for right-to-left languages – like Persian, Urdu, Hebrew and Arabic – Pipedrive will recognize this and format your typed content appropriately. Learn more in <a href="https://support.pipedrive.com/en/article/does-pipedrive-support-right-to-left-language-input" target="_blank" rel="noreferrer noopener">this article</a>.</div>
<p style="text-align: justify">You can customize your newly composed emails to fit your needs, including text formatting, inline images and smart fields that can pull information from your Pipedrive deals and contacts.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-10%20at%2010.05.45%20AM.png" width="646" height="519" alt=""></figure>
<div style="text-align: justify" class="support-note success primary"><strong>Note: </strong>The file size limit per email will depend on your provider. i.e., The limit in <a href="https://support.google.com/mail/answer/6584#zippy=%2Cattachment-size-limit" target="_blank" rel="noreferrer noopener">Gmail</a> is 25MB, while the limit in <a href="https://support.microsoft.com/en-us/office/send-large-files-with-outlook-8c698842-b462-4a4c-8d53-5c5dd04f77ef#:~:text=For%20Internet%20email%20account.,size%20limit%20is%2010%20MB." target="_blank" rel="noreferrer noopener">Outlook</a> is 20MB.</div>
<p style="text-align: justify"> For further customization, learn more about the <a href="https://support.pipedrive.com/en/article/email-templates" target="_blank" rel="noreferrer noopener">email templates</a> and <a href="https://support.pipedrive.com/en/article/email-signature" target="_blank" rel="noreferrer noopener">email signature</a> functions within the email sync feature.<br></p>
<hr>
<h2 style="text-align: justify">Setting up your email sync<a name="setting-up-your-email-sync"></a></h2>
<div style="text-align: justify" class="support-note success primary"><strong>Note: </strong>If you’re just getting started with Pipedrive, check out our “<strong>Get started with the basics</strong>” <a href="https://www.pipedrive.com/en/academy/courses/get-started-with-the-basics?ref=kb_article" target="_blank" rel="noreferrer noopener">Pipedrive Academy course</a>.</div>
<p style="text-align: justify">This feature syncs your email inbox to your Pipedrive account, allowing you to access your emails without leaving Pipedrive.</p>
<p style="text-align: justify"> To enable the <strong>email sync</strong> feature, go to <strong>Personal preferences &gt; <a href="https://app.pipedrive.com/settings/email-sync">Email sync</a></strong> and click the “<strong>Add new account</strong>” button.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-10%20at%208.44.29%20AM.png" alt=""></figure>
<p style="text-align: justify">Provide the login information for the email account you wish to sync to Pipedrive and you can start sending emails.<br></p>
<div class="support-note primary">
<strong>Note:</strong> If you change the login information for the email account you have synced to Pipedrive, you will need to re-authenticate those new email credentials in Pipedrive in order to continue using the email sync without interruption.</div>
<p> The email sync feature is compatible with all major email providers, including:</p>
<ul>
<li>Gmail and Google Apps</li>
<li>Yahoo! Mail</li><li>Office365/Microsoft365</li>
<li>Microsoft Exchange (ActiveSync)</li>
<li>Outlook.com (a.k.a. Hotmail)</li>
<li>iCloud (a.k.a. MobileMe or DotMac)</li>
<li>AOL Mail</li>
<li>FastMail</li>
<li>GandiMail</li>
<li>GMX</li>
<li>Mail.ru</li>
<li>Yandex.Mail</li>
<li>GoDaddy Mail</li>
<li>Hover.com</li>
<li>Namecheap</li>
<li>Bluehost</li>
<li>Soverin</li>
<li>Zimbra</li>
<li>123-reg</li>
<li>126</li>
<li>QQ Mail</li>
<li>Aliyun (Alibaba Group)</li>
<li>Netease 163 (China)</li>
<li>Yeah.net</li>
<li>139.com (China)</li>
<li>Any custom account syncing through generic IMAP via an SSL connection</li>
</ul>
<p style="text-align: justify">All incoming and outgoing mail is synced to your Pipedrive account and is associated with the corresponding contacts and deals.</p>
<p>You can adjust the settings of your email functions by going to <strong>Personal preferences &gt; <a href="https://app.pipedrive.com/settings/email-sync">Email sync.</a></strong> Learn more about setting up the <strong>email sync</strong> feature in <a href="https://support.pipedrive.com/hc/en/articles/209254449" target="_blank" rel="noreferrer noopener">this article</a>. </p>
<hr>
<h2 style="text-align: justify">Email labels<a name="email-labels"></a></h2>
<p style="text-align: justify">When establishing a sync to your native email provider, you can choose whether to sync over all emails in your inbox or only the emails that exist in specific folders or labels.</p>
<p style="text-align: justify">If you would like to sync all incoming emails, select “<strong>All emails will be synced with Pipedrive</strong>.”</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-10%20at%208.52.48%20AM.png" width="546" height="477" alt=""></figure>
<p style="text-align: justify"> To choose which folders or labels you want synced to your Pipedrive account, choose “<strong>Sync emails with specific labels</strong>” and select the labels you want to sync.</p>
<hr>
<h2>Archiving and tracking<a name="archiving-and-tracking"></a></h2>
<p style="text-align: justify"> You can choose whether to have emails archived or deleted in your synced email account when they’re archived or deleted in Pipedrive. </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-10%20at%208.57.16%20AM%20copy.png" width="700" height="336" alt=""></figure>
<p>You can also access Pipedrive’s <strong>email tracking</strong> functions, which allow users to see when the recipient has opened your sent email or any of its included links.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-10%20at%208.57.16%20AM.png" width="713" height="342" alt=""></figure>
<p> Learn more about our <strong>email tracking</strong> feature in <a href="https://support.pipedrive.com/article/email-tracking" target="_blank" rel="noreferrer noopener">this article</a>. </p>
<hr>
<h2>Email links<a name="email-links"></a></h2>
<p>You can also choose which email application you would like to use to compose new email messages.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-10%20at%209.03.52%20AM.png" width="754" height="190" alt=""></figure>
<ul><li> “<strong>Open email links in Pipedrive</strong>” will take you to the <strong>Mail</strong> tab of your Pipedrive account to compose an email after clicking email address links in Pipedrive </li></ul>
<ul><li> “<strong>Use the default email app on my computer to open email links</strong>” will open your default email client (like Gmail) to send an email after clicking address links<br> </li></ul>
<hr>
<h2>Blocked addresses<a name="blocked-addresses"></a></h2>
<div style="text-align: justify" class="support-note success primary"><strong>Note: </strong>Emails from blocked addresses will only be screened if the blocked address is the <em>only</em> sender. If a non-blocked email address is CC’d or included as a recipient, the email will not be screened even if a blocked address is included.<br></div>
<p style="text-align: justify"> If the email address you’ve synced receives emails you don’t want in Pipedrive, you can register a specific email address (<strong>example@domain.com</strong>) or a broad domain (<strong>@domain.com</strong>) as emails that should be ignored in Pipedrive.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-10%20at%209.06.59%20AM.png" width="776" height="366" alt=""></figure>
<p style="text-align: justify"> Any address or domain that is ignored won’t appear in the Mail tab of your Pipedrive account.</p>
<hr>
<h2>Alternative email address for Smart Bcc<a name="alternative-email-address-for-smart-bcc"></a></h2>
<p style="text-align: justify">By default in Pipedrive, only the email address used to log in to Pipedrive will be authorized to use the <a href="https://support.pipedrive.com/article/smart-email-bcc" target="_blank" rel="noreferrer noopener">Smart Bcc</a> address associated with your account. However, if you send your emails from an email other than the one used to log in to Pipedrive, you can add that email address as an <strong>alternative email address</strong>.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Markup%202023-03-10%20at%2009.10.31.png" width="711" height="609" alt=""></figure>
<p style="text-align: justify"> Adding an email to the <strong>accepted from</strong> list sends a confirmation email to the added email address, which will need to be validated before that address can be used.<br> </p>
<hr>
<h2>Email sharing<a name="email-sharing"></a></h2>
<div style="text-align: justify" class="support-note success primary"><strong>Note:</strong> Altering this function <strong>won't</strong> overwrite the current email sharing settings of your existing emails and will only apply to emails received after the setting has been updated.</div>
<p style="text-align: justify">This setting configures the default sharing of all future emails in Pipedrive. <br></p>
<ul>

<li>
<strong>Keep all my email conversations private </strong>– Emails won't be visible to any other users in the account – even admin users – under any circumstances.</li><li><strong>Share all my linked email conversations with others in my company </strong>– Other users in your Pipedrive account can see emails associated with any contacts or deals they can access.</li>
</ul>
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-10%20at%209.27.12%20AM.png" width="714" height="116" alt=""></figure>
<div class="support-note primary">
<strong>Note:</strong> To share specific emails with other users in your company Pipedrive account, adjust the visibility settings for individual emails.</div>
<p style="text-align: justify">
</p>
<hr>
<h2>Automatic linking feature<a name="automatic-linking-feature"></a></h2>
<p>Pipedrive will automatically associate emails with the appropriate person contact by recognizing the email address associated with that received email.</p>
<p style="text-align: justify">Selecting <strong>Automatically</strong> will also allow Pipedrive to associate that email with an open deal linked to the email’s recipient if an open deal exists in your Pipedrive account.</p>
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-10%20at%209.29.01%20AM.png" width="444" height="142" alt=""></figure>
<p style="text-align: justify"> If you have a lot of open deals with the same email recipient in Pipedrive, it may be more efficient to choose <strong>Manually</strong> to prevent any confusion. <br> <br> </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Annotation%20on%202023-03-10%20at%2009-32-40.png" alt=""></figure>
<p style="text-align: justify">It is also possible for you to link projects or leads from your <a href="https://support.pipedrive.com/en/article/leads-inbox">Leads Inbox</a> to your emails using Pipedrive's email sync. Learn more about emailing your leads in <a href="https://support.pipedrive.com/en/article/emails-in-leads-beta">this article</a>.<br></p>
<div class="support-note primary"><strong>Note:</strong> If you delete a linked email from the <strong>Mail</strong> tab of your Pipedrive, it will no longer appear in the <strong>detail view</strong> of that associated deal. </div>
<p style="text-align: justify">If you’re having issues with your email sync connection, follow our <a href="https://support.pipedrive.com/en/article/troubleshooting-email-sync-feature" target="_blank" rel="noreferrer noopener">email sync troubleshooting guide</a> for some tips on how to troubleshoot the most common issues.</p>

Email sync

email-labels

Email labels

archiving-and-tracking

Archiving and tracking

email-links

Email links

blocked-addresses

Blocked addresses

alternative-email-address-for-smart-bcc

Alternative email address for Smart Bcc

email-sharing

Email sharing

automatic-linking-feature

Automatic linking feature

<div style="text-align: justify" class="support-note success primary"><strong>Note: </strong>The features in this article require different subscription levels. For more information about the features in each of our available plans, check out <a href="https://support.pipedrive.com/en/article/what-features-do-the-pipedrive-plans-have" target="_blank" rel="noreferrer noopener">this page. </a><br></div>
<p style="text-align: justify">Pipedrive offers numerous security-related features to give you full transparency of how and when your data is being accessed.</p>
<hr>
<h2 style="text-align: justify">
<a name="permission-and-visibility-settings"></a>Permission and visibility settings</h2>
<p style="text-align: justify"><strong>Permission sets</strong></p>
<p style="text-align: justify">Users with account settings access can set up <a href="https://support.pipedrive.com/en/article/permission-sets" title="https://support.pipedrive.com/en/article/permission-sets">permission sets</a> to control what other users can do in Pipedrive, such as deleting deals or editing custom fields.</p>
<p style="text-align: justify">You can see the full list of actions that can be controlled via permission sets in <a href="https://support.pipedrive.com/en/article/permission-sets" title="https://support.pipedrive.com/en/article/permission-sets">this article.</a></p>
<p style="text-align: justify">The number of visibility groups and default options you have also depends on the plan you are on.</p>
<ul><li><strong>Essential and Advanced plans</strong><br>One default group and two visibility options: item's owner or all users</li><li><strong>Professional plans </strong><br>One default group plus three customizable visibility groups and four visibility options: item’s owner, item owner’s visibility group, item owner’s visibility group and sub-groups, or all users</li><li><strong>Enterprise plans </strong>Unlimited amount of groups and four visibility options: item’s owner, item owner’s visibility group, item owner’s visibility group and sub-groups, or all users</li>
</ul>
<p style="text-align: justify"><strong><br>Visibility groups</strong></p><div class="support-note success primary"><strong><strong>Note: </strong></strong>You can purchase the <a href="https://support.pipedrive.com/article/booster-packs" target="_blank" rel="noreferrer noopener">team management booster pack</a> to add more visibility groups without upgrading your plan.<br></div>
<p style="text-align: justify">While permission sets control what users can do in Pipedrive, <a href="https://support.pipedrive.com/en/article/visibility-groups" target="_blank" rel="noreferrer noopener">visibility groups</a> control what deals, contacts and products users can see. Creating visibility groups is useful if you want certain users to not see specific information in your company account. The number of visibility groups you have also depends on the plan you’re on. </p>
<ul>
<li>
<strong>Essential and Advanced plans</strong><br> Two visibility groups: the item’s owners and followers or the entire company</li>
<li>
<strong>Professional and higher plans</strong><br> Four visibility groups: item’s owner only, owner’s visibility group, owner’s visibility group and sub-groups or to the entire company</li>
</ul>
<p style="text-align: justify"><strong>Pipeline Visibility</strong></p>
<p style="text-align: justify">Users with account settings access can edit the <strong>pipeline</strong> visibility settings for users in the visibility groups by de-selecting the pipelines that each group shouldn’t be able to see. By default, all visibility groups will have access to all pipelines.</p>
<p style="text-align: justify">Visibility groups that don’t have access to specific pipelines won’t be able to see any trace of the pipeline nor deals inside that pipeline in Pipedrive, as the pipeline will be completely hidden from their accounts.</p>
<p style="text-align: justify">Users with deals admin permission set will always have access to all pipelines and deals, regardless of the visibility group settings. Learn more about pipeline visibility in <a href="https://support.pipedrive.com/en/article/pipeline-visibility" target="_blank" rel="noreferrer noopener">this article</a>.<br></p>
<hr>
<h2 style="text-align: justify">
<a name="2-fa-two-factor-authentication"></a>2FA: two-factor authentication</h2>
<p style="text-align: justify">The <a href="https://support.pipedrive.com/en/article/2fa-two-factor-authentication" target="_blank" rel="noreferrer noopener">two-factor authentication feature </a>adds an extra layer of security to confirm that the user trying to log in to Pipedrive is actually who they say they are. </p>
<p style="text-align: justify">When 2FA is enabled, logging in to Pipedrive will prompt an email to be sent to the email address you use to log in to Pipedrive. This email will contain information about the login attempt as well as a verification link that will allow you access to your Pipedrive account. </p>
<hr>
<h2 style="text-align: justify">
<a name="single-sign-on-sso"></a>Single sign-on (SSO)</h2>
<p style="text-align: justify">Many large companies use a third-party SSO service such as Okta and Azure AD to allow users to securely authenticate and log into multiple applications with just one set of login credentials. </p>
<p style="text-align: justify">Pipedrive's <a href="https://support.pipedrive.com/en/article/single-sign-on" target="_blank" rel="noreferrer noopener"><strong>single sign-on feature</strong></a> will allow you to add Pipedrive to the SSO provider your company has set up, allowing for a stress-free Pipedrive login experience for users and a more secure way for administrators to control user access. </p>
<hr>
<h2 style="text-align: justify">Security dashboard<a name="security-dashboard"></a></h2>
<div style="text-align: justify" class="support-note success primary"><strong>Note: </strong>Some <strong>security dashboard</strong> features are only available on Pipedrive's Enterprise plan. The security dashboard is only visible by default to admin users. Visibility of the security dashboard for regular users can be turned on by admin users under <a href="https://support.pipedrive.com/en/article/permission-sets" target="_blank" rel="noreferrer noopener">permissions.</a><br></div>
<p style="text-align: justify">The <strong>security dashboard feature</strong> will provide full transparency of user access information and security-related activity that occurs in your company account. </p>
<ul>
<li>
<strong>User access and device logs</strong><br> Which users are accessing your account and any additional login information such as device, location and login time</li>
<li>
<strong>Audit log<br></strong>A log of all of the security-related changes made in your company account by any user in the past two months</li>
<li>
<strong>Security assessment</strong><br>A report on what Pipedrive believes are potential security vulnerabilities in your Pipedrive company account, based on current access and permission-related user settings</li>
</ul>
<p style="text-align: justify">On Pipedrive’s Essential and Advanced plans, you won’t have access to all of these features, but you’ll have a security dashboard displaying:</p>
<ul><li>Users logged in</li><li>A brief overview of the past week</li><li>A security assessment showing you high and low-risk issues</li></ul>
<h2 style="text-align: justify"> </h2>
<hr>
<h2 style="text-align: justify">Security rules<a name="security-rules"></a></h2>
<div class="support-note success primary"><strong>Note: </strong>The security rules feature is available for our Enterprise plan users.</div>
<p style="text-align: justify">With the <a href="https://support.pipedrive.com/en/article/security-rules" target="_blank" rel="noreferrer noopener"><strong>security rules</strong></a> feature, users with account settings access can enforce access restrictions to ensure that business data is only available to the right people at the right place and time.</p>
<ul>
<li><strong>2FA: two-factor authentication</strong><br>Enforce two-factor authentication for all users</li>
<li><strong>Password rules <br></strong>Enforce password-related rules such as password strength, password expiration and password reuse</li>
<li>
<strong>IP address and time range access</strong><br>The advanced rules section of the security rules feature will allow you to limit user access by IP address and time range</li>
</ul>
<hr>
<h2 style="text-align: justify">Security alerts<a name="security-alerts"></a></h2>
<div class="support-note success primary"><strong>Note: </strong>This security alerts feature is available for our Enterprise plan users.</div>
<p style="text-align: justify">The <a href="https://support.pipedrive.com/en/article/security-alerts" target="_blank" rel="noreferrer noopener"><strong>security alerts feature</strong></a> will allow users with account settings access to set up email notifications according to security-related events that occur in the company account. The alerts can be configured to send out in live time or in regular daily or weekly intervals. </p>
<ul>
<li>
<strong>Account access alerts</strong><br> Email alert sent when any user access-related activity occurs, such as user logs in from a new device, user logs in from new location, etc. </li>
<li>
<strong>Data leakage and loss </strong><br> Email alert sent when data is exported or deleted from Pipedrive. </li>
<li>
<strong>Audit log <br></strong>All security alerts can be tracked in the <a href="https://support.pipedrive.com/en/article/security-dashboard" target="_blank" rel="noreferrer noopener">security dashboard</a> under the audit log. </li>
</ul>

Security features in Pipedrive

permission-and-visibility-settings

Permission and visibility settings

2-fa-two-factor-authentication

2FA: two-factor authentication

single-sign-on-sso

Single sign-on (SSO)

security-dashboard

Security dashboard

security-rules

Security rules

security-alerts

Security alerts

<div class="support-note success primary"><strong>Note: </strong>The <strong>Meeting scheduler</strong> feature is available on Advanced and higher plans. Pipedrive’s Advanced plan users are limited to one <strong>General availability</strong> link, while higher plan users can create as many links as they need.</div>
<p style="text-align: justify">Pipedrive’s <strong>meeting scheduler</strong> tool is a great way to keep in touch with clients when it’s convenient for you both, and you can use it right alongside the <a href="https://support.pipedrive.com/article/email-sync" target="_blank" rel="noreferrer noopener">email sync feature</a>. </p>
<figure><img class="vidyard-player-embed" src="https://play.vidyard.com/KPJdPFdSkMn5fT1RzuhRP7.jpg" alt=""></figure>
<p style="text-align: justify"><a name="C1IamCs"></a></p>
<div class="support-note success primary"><strong>Note: </strong><a href="https://support.pipedrive.com/en/article/leadbooster-add-on">LeadBooster add-on</a> users have full, unlimited access to Scheduler.<br></div>
<hr>
<h2 style="text-align: justify">Where to find the meeting scheduler<a name="where-to-find-the-meeting-scheduler"></a></h2>
<p style="text-align: justify">There are two places in Pipedrive where you can create or copy a meeting scheduler link: </p>
<ul><li>Click <strong>“Meeting scheduler” </strong>in the email composition box of either an item’s detail view or the <a href="https://support.pipedrive.com/article/email-sync" target="_blank" rel="noreferrer noopener">mail tab</a></li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-02-28%20at%2017.16.53.png" alt=""></figure>
<ul><li>Go to the <strong>activities</strong> tab and click <strong>”</strong><strong>Meeting scheduler“ </strong>in the top left corner of the screen</li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-02-28%20at%2017.14.29.png" alt=""></figure>
<hr>
<h2 style="text-align: justify">Types of links<a name="types-of-links"></a></h2>
<div class="support-note success primary"><strong><strong>Note:</strong> </strong>Advanced users have a limit of one active “General availability” link, while Professional and higher users have an unlimited amount.</div>
<p style="text-align: justify">When proposing times to your customers in Pipedrive, consider which of the following you’d like to provide:</p>
<ul><li> Your <strong>general availability</strong> to let the customer choose a time for themselves </li><li>A<strong> specific time</strong> that you want to propose</li></ul>
<h3>General availability<br><a name="general-availability"></a></h3>
<p style="text-align: justify">General availability means you’re selecting broader timeframes designed for larger windows that customers can book.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-02-28%20at%2017.25.51.png" alt=""></figure>
<p style="text-align: justify">To create a link to offer your availability, select <strong>Manage availability &gt; </strong><strong>Add availability,</strong> or edit the default one.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-02-28%20at%2017.31.24.png" alt=""></figure>
<div style="text-align: justify" class="support-note success primary"><strong>Note: </strong>To learn more about scheduling your general availability in Pipedrive, check out <a href="https://support.pipedrive.com/hc/en/articles/360001058137" target="_blank" rel="noreferrer noopener">this article.</a><br></div>
<p style="text-align: justify"><a name="C3IamCs"></a></p>
<h3 style="text-align: justify">Specific times<a name="specific-times"></a></h3>
<p style="text-align: justify">Scheduling for specific times means you’re creating slots for one-time engagements with customers. This is designed for non-recurring appointments like lunch meetings or scheduled phone calls.</p>
<p style="text-align: justify">Select <strong>“</strong><strong>Pick times”</strong> to choose any free spots on your calendar you want to offer your customer.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-02-28%20at%2017.26.05.png" alt=""></figure>
<div class="support-note success primary"><strong>Note: </strong>To learn more about scheduling for your specific times in Pipedrive, <a href="https://support.pipedrive.com/hc/en/articles/360001058117" target="_blank" rel="noreferrer noopener">check out this article.</a></div>
<hr>
<h2>Managing proposed times<a name="managing-proposed-times"></a></h2>
<p style="text-align: justify">You can adjust your available times, both general and specific, even after you’ve generated your meeting scheduler links.</p>
<h3>General availability<a name="general-availability-1"></a></h3>
<p style="text-align: justify">Go to <strong>Activities &gt;</strong><strong> </strong><strong>Meeting scheduler &gt; Manage availability,</strong> then select <strong>“Add availability” </strong>for a new link, or click on one of your existing links to edit it. <br></p>
<p style="text-align: justify">In this section, you need to define the meeting duration, the dates for the availability to be active and the timeframes. You can also edit buffer and time settings if needed.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-02-28%20at%2017.55.53.png" alt=""></figure>
<p>In the general availability window, you can <strong>preview, share</strong> or click the <strong>trash can </strong>icon to delete it.<br></p>
<ul>
<li>
<strong>Expand</strong><br>See the time slots available in the meeting scheduler link specified</li>
<li>
<strong>Trash can icon</strong><br>Delete the meeting scheduler link</li>
<li>
<strong>Preview icon</strong><br>Preview what the recipients of the link will see</li>
<li>
<strong>Share</strong><br>Create a shareable meeting scheduler link</li></ul>
<h3 style="text-align: justify">Specific time slots<a name="specific-time-slots"></a></h3>
<p style="text-align: justify">Go to <strong>Meeting scheduler &gt; Pick times </strong> and select the day and time for your appointment using the calendar view. </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-03-05%20at%2011.33.45.png" alt=""></figure>
<p style="text-align: justify">You can edit your existing single-time appointment links by hovering your cursor over <strong>Pick times</strong> and clicking the <strong>gear </strong><strong>icon.</strong></p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-02-28%20at%2017.26.05.png" alt=""></figure>
<hr>
<h2 style="text-align: justify">Booking a time slot<a name="booking-a-time-slot"></a></h2>
<p style="text-align: justify">Once you’ve created a meeting scheduler availability, you can share the link in the following ways. <br></p>
<h3>Manually<a name="manually"></a></h3>
<p>Go to <strong>Activities &gt; Meeting scheduler </strong>and hover over the availability to copy your invite link. </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-03-05%20at%2012.23.29.png" alt=""></figure>
<h3>Email<a name="email"></a></h3>
<p style="text-align: justify">Embed your meeting scheduler link directly in the body of any email composed in Pipedrive. </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/meeting%20scheduler%208.jpg" alt=""></figure>
<h3 style="text-align: justify">Embed on your website<a name="embed-on-your-website"></a></h3>
<p>Go to <strong>Activities &gt; Meeting scheduler &gt; Manage availability</strong>. Then, click <strong>“Share”</strong> on the right-hand side of the screen.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/scheduler%20share.png" alt=""></figure>
<p>Copy the snippet to embed the meeting link and paste it on your website.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/embed%20scheduler.png" alt=""></figure>
<p style="text-align: justify">When a customer selects a time slot to create an appointment, they’ll receive a confirmation email: <br></p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/2023-06-07%20at%2006.52.06.png" alt=""></figure>
<p style="text-align: justify">Booking an appointment also creates an activity in your Pipedrive activities calendar: </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/meeting%20scheduler%2011.jpg" alt=""></figure>
<p style="text-align: justify">Clicking on an appointment from this view will redirect you to the Scheduler calendar view, where you can edit or delete your appointment. </p>
<hr>
<h2 style="text-align: justify">Adding footer text to the Scheduler form<a name="adding-footer-text-to-the-scheduler-form"></a></h2>
<p dir="ltr" style="text-align: justify">To add footer text to your meeting scheduler form, go to the meeting details window and click <strong>“+ Add footer” </strong>at the bottom of the screen.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Scheduler%2010-2.jpg" alt=""></figure>
<p>The link recipient will see the footer text when they submit their contact information: </p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Scheduler%2011-2.jpg" alt=""></figure>
<hr>
<h2 style="text-align: justify">Deleting appointments <a name="deleting-appointments"></a></h2>
<p style="text-align: justify">Go to your activities calendar view and click on the appointment you want to delete. </p>
<p style="text-align: justify">You’ll be redirected to the meeting scheduler calendar, where you can select the meeting time and the <strong>trash can</strong> icon.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-03-05%20at%2011.44.18.png" alt=""></figure>
<div style="text-align: justify" class="support-note success primary"><strong>Note: </strong>The previously occupied time slot becomes available again once the activity is deleted. </div>

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