Frequently asked questions for Pipedrive’s Automatic Assignment feature.

<h2 style="text-align: justify">How are opportunities distributed within a team?</h2>
They are distributed on a round-robin basis, meaning each team member will be assigned an opportunity in sequential order.
The distribution is on a per-rule basis. If a person belongs to more than one team or has more than one rule assigned to that person specifically, they will have more opportunities assigned.
<hr>
<h2 style="text-align: justify">What opportunities can be automatically assigned?</h2>
You can set rules for newly created deals and leads and existing deals that are moved to a new stage or pipeline.
<hr>
<h2 style="text-align: justify">Can I define the minimum or maximum number of open opportunities for a user?</h2>
No. Currently, it’s not possible to set a minimum or maximum of open leads or deals.
The feature will continue to assign opportunities to users as long as they match the conditions, are next in line and if new opportunities are available for assignment.
<hr>
<h2 style="text-align: justify">What type of admins can set up rules?</h2>
<a href="https://support.pipedrive.com/article/global-user-management#deals-app" target="_blank" rel="noreferrer noopener">Deals app</a> admin roles can view and set up rules in Automatic Assignment.
<hr>
<h2 style="text-align: justify">My sales rep is on vacation this week. How can I ensure they are not assigned opportunities during this time? </h2>
A deals app admin user will need to disable any rules set for that specific user and remove them from any teams that may have rules (within the <a href="https://support.pipedrive.com/article/teams" target="_blank" rel="noreferrer noopener">Teams</a> functionality settings).
<hr>
<h2 style="text-align: justify">Which sources are supported for lead and deal created?</h2>
No matter where the lead or deal is created (e.g., import, API, manually, lead converted to a deal, etc.), it will always be assigned as long as it matches a rule.
<hr>
<h2 style="text-align: justify">Are default and custom fields supported in conditions?</h2>
Yes, both the default and custom fields for the entity (lead or deal) are supported, as well as the entity (lead or deal) related person and organization fields.
Learn more about fields in <a href="https://support.pipedrive.com/article/data-fields-in-pipedrive" target="_blank" rel="noreferrer noopener">this article</a>.
<hr>
<h2 style="text-align: justify">Can multiple individual users be added as assignees instead of Teams?</h2>
No, an opportunity can only be assigned to one specific user or distributed among a team. Opportunities cannot be distributed among numerous individual users.
<hr>
<h2 style="text-align: justify">Can all admins view all of the rules and assignments?</h2>
Yes, all deals app admins can view any rules set up by other deals app admins and all successful and failed assignments.
<hr>
<h2 style="text-align: justify">What happens if an admin user who has set up a rule has their Pipedrive account disabled?</h2>
Any rules set up by the deals app admin user who is deactivated will also be deactivated but remain visible in the list view of Automatic Assignment.
Another user with deals app admin permissions can enable the rule again. 
<hr>
<h2 style="text-align: justify">Is it possible to set a rule to reassign a deal that is updated?</h2>
Only existing deals that are updated by being moved to a new stage or pipeline can be automatically assigned.
Currently, it’s not possible to set rules to reassign deals that have some other update (e.g., a custom field is updated with a new value). 
<hr>
<h2 style="text-align: justify">Can I define the weight (percentage) of opportunities assigned to each team member?</h2>
No. At the moment, it’s not possible to distribute opportunities within a team based on weight.

Automatic assignment FAQ

<div dir="ltr" class="support-note success primary">Note: This feature is only available on Professional and higher plans.</div>
 Part of managing a team is distributing deals evenly among team members. With Pipedrive’s automatic assignment tool, you can set up rules to handle this automatically.
<figure><img class="vidyard-player-embed" src="https://play.vidyard.com/kyDf5MqMdwHfLoh8nC9Hfk.jpg" alt=""></figure>
<hr>
<h2 dir="ltr" style="text-align: justify">Where to find the automatic assignment tool<a name="where-to-find-the-automatic-assignment-tool"></a></h2>
<div class="support-note success primary">Note: Automatic assignment setup is only available for users with deals app admin permission enabled.</div>
Click the ”...” to open the navigation sidebar on the left-hand side of your screen or go to Settings.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-04%20at%2012.54%20copy.png" alt=""></figure>
Both of these pathways will lead you to the feature page, where you can start configuring automatic assignment rules.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-04%20at%2013.15.03.png" alt=""></figure>
<hr>
<h2 dir="ltr" style="text-align: justify">How to set up the automatic assignment tool<a name="how-to-set-up-the-automatic-assignment-tool"></a></h2>
<div dir="ltr" class="support-note success primary">Note: You can add up to 50 rules per entity type (lead added, deal updated, etc.) </div>
Click on ”+ Rule” to create a new automatic assignment rule.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-04%20at%2013.23.00.png" alt=""></figure>
Select the item (lead or deal) and the events that will follow the rule.
Deal 
<ul><li>Deal added – Assign new deals to specific owners</li><li>Deal updated – Assign an existing deal to an owner after it has changed pipeline or stage</li></ul>
Lead
<ul><li>Lead added – Assign new leads to specific owners </li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202023-04-04%20at%2013-37-58.gif" alt=""></figure>
Then, you need to define the conditions for that rule. Conditions are filters that an opportunity (lead or deal) must meet in order to be assigned to an owner.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-04%20at%2014.19.40.png" alt=""></figure>
<div dir="ltr" class="support-note success primary">Note: Rules must have at least one condition. You can add up to two condition sets and 160 conditions per set.</div>
Once the conditions are specified, you need to select an assignee type and assignee.
There are four assignee types you can choose from:
<ul><li>User – Selects a single user on your account to assign newly created deals to</li><li>Team – Selects a team on your account and uses a round-robin to distribute newly created data between its members</li><li>Organization owner – If the lead or deal already has an existing organization linked to it, you can assign the lead or deal to the existing organization owner</li><li>Person owner – If the lead or deal already has an existing contact person linked to it, you can assign the lead or deal to the existing contact person owner</li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-06%20at%2011.33.01.png" alt=""></figure>
<div dir="ltr" class="support-note success primary">Note: Team assignment requires the <a href="https://support.pipedrive.com/article/teams" target="_blank" rel="noreferrer noopener">Teams</a> feature, which is only available to users on the Professional and higher plans. </div>
In the next step, you need to configure the rule settings. You’ll see a field for the rule name (required) and description (optional). Check the “Set active” box and save the changes.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-06%20at%2013.21.09.png" alt=""></figure>
<hr>
<h2 dir="ltr" style="text-align: justify">Managing your rules<a name="managing-your-rules"></a></h2>
If you’ve created two or more rules, you’ll need to define each rule’s priority. Click on “Set Priority” and set the preferred order using the ＝ icon.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202023-04-06%20at%2015-15-12.gif" alt=""></figure>
<div dir="ltr" class="support-note success primary">Note: The first rule in the list is considered the highest priority. </div>
When a new deal is created, the feature will try to match it against the first rule on the list. If the criteria doesn’t match, it will move through the rules until a match is found.
<hr>
<h2 dir="ltr" style="text-align: justify">Checking the assignment history<a name="checking-the-assignment-history"></a></h2>
In the “History” tab you can find the logs for the leads and deals and their status. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-06%20at%2015.52.29.png" alt=""></figure>
<div dir="ltr" class="support-note success primary">Note: Columns are sorted from newest to oldest by default.</div>
In this view, you can see:
<ul><li>Whether any of the rules were triggered</li><li>The user the item was assigned to</li><li>What time the assignment tool processed the newly created item</li></ul>
You can filter your logs by specific dates like all, today and yesterday. Additionally, you can apply filters based on entities and events.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-06%20at%2016.59.30.png" alt=""></figure>
<div class="support-note success primary">Note: Automatic assignment history is stored for seven days. </div>
<hr>
<h2>Why is my assignment rule failing?<a name="why-is-my-assignment-rule-failing"></a></h2>
If you click on the ”Not assigned” tab, you will find a list with all the leads and deals that were not automatically assigned to an owner.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-06%20at%2017.26.29.png" alt=""></figure>
The reasons why an assignment rule could fail are the following:
<ul><li>User not found – the user defined as assignee doesn't exist or is inactive </li><li>No user in the team – none of the users in the team defined as assignees were able to receive the deal or lead ownership</li><li>Error – unknown error </li></ul>
For rules with person owner or organization owner as the assignee: 
<ul><li>Organization not found – the deal or lead didn’t have an organization linked </li><li>Organization ID not found – the organization doesn’t exist or is inactive </li><li>Person not found – the deal or lead didn't have an entity person linked</li><li>Person ID not found - the person doesn’t exist or is inactive </li></ul>
If you’re having unexpected errors with assignment rules, please <a href="https://support.pipedrive.com/contact-us" target="_blank" rel="noreferrer noopener">contact our support team</a>.

Automatic assignment

where-to-find-the-automatic-assignment-tool

Where to find the automatic assignment tool

how-to-set-up-the-automatic-assignment-tool

How to set up the automatic assignment tool

managing-your-rules

Managing your rules

checking-the-assignment-history

Checking the assignment history

why-is-my-assignment-rule-failing

Why is my assignment rule failing?

Set automations to be triggered on, before or after a specific date.

<div class="support-note success primary">Note: Date triggers are a part of the <a href="https://support.pipedrive.com/article/workflow-automation" target="_blank" rel="noreferrer noopener">Automations</a> feature, which is only available on Advanced and higher plans. </div>
When managing customer relationships, completing tasks and engaging with prospects and clients at specific times is crucial.
With date triggers, you can automate tasks such as sending emails on your clients’ birthdays, sending email reminders for your upcoming meetings or scheduling a call a week before the expected close date of a deal, so you can focus on more important things like growing your business. 
<figure><img class="vidyard-player-embed" src="https://play.vidyard.com/zR6qA6VLaDuCCkvEzbBhyS.jpg" alt=""></figure>
<hr>
<h2 style="text-align: justify">Where can I find the date triggers?<a name="where-can-i-find-the-date-triggers"></a></h2>
Adding a trigger is the first step when creating automations. On the right-hand side of your screen, select the trigger type “Date trigger”.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-01-29%20at%2019.07.58.png" alt=""></figure>
<div class="support-note success primary">Note: Date triggers work only for activity, deal, organization and person entities. </div>
<hr>
<h2 style="text-align: justify">How can I configure a date-triggered automation?<a name="how-can-i-configure-a-date-triggered-automation"></a></h2>
Once the date trigger is selected, you’ll need to specify:
<ul><li>The item with the respective date field (default or <a href="https://support.pipedrive.com/article/custom-fields" target="_blank" rel="noreferrer noopener">custom</a>) that will trigger the automation</li><li>The date when the automation will be triggered (exact date or given days before or after the date on the field)</li><li>The hour and timezone when the automation will be executed</li></ul>
When selecting the date, you’ll see three options:
<ul><li>Exact date: the automation will trigger the day it meets the date on the date field</li><li>Before date: the automation will trigger a given number of days before the date on the date field</li><li>After date: the automation will trigger a given number of days after the date on the date field</li></ul>
You can add up to 180 days before and after the trigger date.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202024-01-30%20at%2014-27-32.gif" alt=""></figure>
Click ”Apply trigger” to save the changes. Then, you can proceed with adding the following steps to the automation. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-01-30%20at%2013.31.42.png" alt=""></figure>
<div class="support-note success primary">Note: The only custom fields available in the date field dropdown are date fields. Learn how to add custom fields to your Pipedrive account in <a href="https://support.pipedrive.com/article/custom-fields" target="_blank" rel="noreferrer noopener">this article</a>. </div>
Learn how to configure automations <a href="https://support.pipedrive.com/article/workflow-automation#creating-an-automation">here</a> and the conditions you can add in <a href="https://support.pipedrive.com/article/workflow-automation-conditions">this article</a>.
Automations enabled for yourself
If you create an automation with a date trigger and enable it only for yourself, the date trigger condition will check all the items that are visible to you.
The items that match the date condition when the time of execution is reached will appear in ”<a href="https://support.pipedrive.com/article/workflow-automation-history" target="_blank" rel="noreferrer noopener">History</a>”. 
Automations enabled for yourself and other users
If you create an automation with a date trigger and enable it for yourself and other users with the <a href="https://support.pipedrive.com/article/share-automations" target="_blank" rel="noreferrer noopener">automation sharing option</a>, the date trigger condition will check all the items owned by all of the users enabled. This protects against shared date trigger automations triggering multiple times daily for a particular item.
The items that match the date condition when the execution time is reached and are owned by one of the users with whom the automation is shared will appear in ”<a href="https://support.pipedrive.com/article/workflow-automation-history" target="_blank" rel="noreferrer noopener">History</a>”. 
<hr>
<h2>How can I edit a date-triggered automation?<a name="how-can-i-edit-a-date-triggered-automation"></a></h2>
Unlike event-triggered automations, you can edit the trigger on date-triggered automations without removing the subsequent steps or starting from scratch. 
Date triggers have the edit option (pencil icon) that appears as you hover over the trigger step.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-01-30%20at%2017.30.23.png" alt=""></figure>
When clicking the edit button, you’ll be able to change the date field and the date, hour and timezone when the automation will be triggered.
<div class="support-note success primary">Note: The entity of the trigger (activity, deal, organization or person) can’t be edited. </div>
<hr>
<h2>List view<a name="list-view"></a></h2>
You can differentiate automations configured with date-based triggers from those configured with event-based triggers by their icons in the <a href="https://support.pipedrive.com/article/automations-list-view" target="_blank" rel="noreferrer noopener">list view</a>.
<ul><li>Date-based triggers: blue icon</li><li>Event-based triggers: yellow icon</li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-02-05%20at%2017.17.46.png" alt=""></figure>
You can filter automations in the list view by trigger type by clicking ”All triggers” and selecting the item configured in the trigger.

Automations: date triggers

where-can-i-find-the-date-triggers

Where can I find the date triggers?

how-can-i-configure-a-date-triggered-automation

How can I configure a date-triggered automation?

how-can-i-edit-a-date-triggered-automation

How can I edit a date-triggered automation?

list-view

List view

<div class="support-note success primary">Note: This feature is only available to Advanced, Professional and Enterprise users. </div>
<h2 style="text-align: justify">Where can I find the item my automation has created? <a name="where-can-i-find-the-item-my-automation-has-created"></a></h2>
If you’re using an automation to create deals, contacts, or activities and can’t find it: 
<ul><li>First, check your list view, filter by Everyone, then sort by add time/deal created/person created. This will show you the most recent item in that respective list view, where you can look for the item in question: </li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Shot%202022-04-05%20at%2012.30.37%20PM.png" alt=""></figure>
<ul><li>If you can find the item in the list view but not in the deal/contact/activity, make sure the Linked item box is checked: </li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Link%20to%20Deal%20gif.gif" alt=""></figure>
<hr>
<h2 style="text-align: justify">Can I create automations using rotting time? <a name="can-i-create-automations-using-rotting-time"></a></h2>
Currently, you can’t use a deal’s rotting time with automations. A workaround for this would be creating a reminder activity with due dates that match your <a href="https://support.pipedrive.com/article/the-rotting-feature">rotting times</a>. This way, the activity will be due when the deal rots.
<hr>
<h2>I just activated an automation, but it’s not being triggered for the items I have already created<a name="i-just-activated-an-automation-but-it-s-not-being-triggered-for-the-items-i-have-already-created"></a></h2>
Automations are not triggered retroactively for existing items, they’re triggered right after an event if the trigger conditions are met.
<hr>
<h2>What happens when an automation’s owner is deactivated?<a name="what-happens-when-an-automation-s-owner-is-deactivated"></a></h2>
When the user who owns an automation is deactivated, that automation continues to run in the background if it’s still set to active. 
A global admin can disable automations created by deactivated users.
You can also <a href="https://support.pipedrive.com/article/workflow-automation#:~:text=this%20article.-,Transfer%20automations,-Whether%20a%20user" target="_blank" rel="noreferrer noopener">transfer ownership</a> of an automation from a deactivated user to an active one if you want to continue managing it.
<hr>
<h2 style="text-align: justify">Can I create an activity sequence through automations? <a name="can-i-create-an-activity-sequence-through-automations"></a></h2>
Yes, you can! First, you need to create an automation as the first activity in your sequence. An example would be: 
Deal created (trigger) &gt; Deal creator is me (instant condition) &gt; Create activity (action)
Fill out the required fields “Subject” and “Type,” and the first part is done. This will create an activity every time you create a new deal. Once you have finished the first automation in your sequence, you’ll need to add the follow-up activities. To do this, create another automation:
Activity updated (trigger) &gt; Activity status has changed to done (instant condition) &gt; Create activity (action)
Again, fill out the required fields “Subject” and “Type,” and now, after the activity created in the first automation is marked as done, it’ll trigger the creation of the second activity in the sequence. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Automaton%20sequence%20gif.gif" alt=""></figure>
<hr>
<h2 style="text-align: justify">Can items created via API or imports trigger automations?<a name="can-items-created-via-api-or-imports-trigger-automations"></a></h2>
Items created via third-party web forms or API requests will be considered inputs by our automation tool as long as there‘s an automation that matches the corresponding trigger and its conditions.
<ul><li>Ex. If you have an automation that adds a label to your deals when they’re created, and then you create a deal using an API request, the label will still be added to that deal.</li></ul>
However, imports do not trigger automations. 
Learn more about <a href="https://www.pipedrive.com/en/products/sales/automations">sales automations</a>
<hr>
<h2 style="text-align: justify">Can I add products to my deals using automations? <a name="can-i-add-products-to-my-deals-using-automations"></a></h2>
Yes, you can. To add products to a deal, head to deal actions in the automation tool and choose the appropriate event, as seen below. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/add%20products%20gif.gif" alt=""></figure>
This allows you to add one type of product at a time (although you can decide the quantity and price in the automation screen). If you want to add multiple products using an automation, simply add additional action steps for each Product you want to add.
<hr>
<h2 style="text-align: justify">Can an automation be triggered by sending or receiving an email?<a name="can-an-automation-be-triggered-by-sending-or-receiving-an-email"></a></h2>
Currently, we don’t offer automation triggers affected by emails being sent, received, or linked to an item.
While you can use conditions like email message count, such a condition is passive, meaning it can’t trigger the automation. Instead, you need to perform an additional action.
<hr>
<h2>Why are my activities not being created with automations?<a name="why-are-my-activities-not-being-created-with-automations"></a></h2>
Whenever you set up an automation to create an activity, make sure to link it to as many items as possible, such as person, organization, and deal.
If you don’t add these fields to the action (create activity), then the activities won’t appear in the deal or contact detail view.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-02-27%20at%2018.15.02.png" alt=""></figure>
<hr>
<h2 style="text-align: justify">Can I use integrations with the automation tool? <a name="can-i-use-integrations-with-the-automation-tool"></a></h2>
Several of Pipedrive’s integrations can be used with the automation tool. These include: 
<ul><li dir="ltr"><a href="https://support.pipedrive.com/article/workflow-automation-slack-notifications" target="_blank" rel="noreferrer noopener">Slack</a></li><li dir="ltr"><a href="https://support.pipedrive.com/article/pipedrive-integration-asana">Asana</a></li><li dir="ltr"><a href="https://support.pipedrive.com/article/pipedrive-integration-microsoft-teams">Microsoft Teams</a></li><li dir="ltr"><a href="https://support.pipedrive.com/article/pipedrive-integration-trello">Trello</a></li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Shot%202022-03-21%20at%201.36.26%20PM.png" alt=""></figure>
Note that you need to follow the installation process to use the automated functions. If an integration is not yet installed, the automation action will appear grayed out, and clicking on it will be impossible. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Shot%202022-03-21%20at%201.38.57%20PM.png" alt=""></figure>
However, once you install the integration, this action will become available.
<hr>
<h2 style="text-align: justify">Can I use the Projects feature within the automation tool?<a name="can-i-use-the-projects-feature-within-the-automation-tool"></a></h2>
Yes, you can! If you have enabled and set up the Projects feature, you will have access to two different automation actions for Projects: create project and update project fields.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Shot%202022-05-02%20at%209.04.58%20AM.png" alt=""></figure>
<div class="support-note success primary">Note: For an in-depth visual guide to 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>

Automations troubleshooting FAQ

where-can-i-find-the-item-my-automation-has-created

Where can I find the item my automation has created?

can-i-create-automations-using-rotting-time

Can I create automations using rotting time?

i-just-activated-an-automation-but-it-s-not-being-triggered-for-the-items-i-have-already-created

I just activated an automation, but it’s not being triggered for the items I have already created

what-happens-when-an-automation-s-owner-is-deactivated

What happens when an automation’s owner is deactivated?

can-i-create-an-activity-sequence-through-automations

Can I create an activity sequence through automations?

can-items-created-via-api-or-imports-trigger-automations

Can items created via API or imports trigger automations?

can-i-add-products-to-my-deals-using-automations

Can I add products to my deals using automations?

can-an-automation-be-triggered-by-sending-or-receiving-an-email

Can an automation be triggered by sending or receiving an email?

why-are-my-activities-not-being-created-with-automations

Why are my activities not being created with automations?

can-i-use-integrations-with-the-automation-tool

Can I use integrations with the automation tool?

can-i-use-the-projects-feature-within-the-automation-tool

Can I use the Projects feature within the automation tool?

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

<div class="support-note success primary">Note: 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="getting-started-with-automations"></a>Getting started with Automations</h2>
<div class="support-note success primary">Note: 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>. </div>
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. 
<a href="https://www.pipedrive.com/features/workflow-automation" target="_blank" rel="noreferrer noopener">Automations</a> in Pipedrive are made up of two parts – a trigger event and an action event.
<ul><li>The trigger event represents the “if” part of an if-then statement: For the automation to run, a specific action must occur first. This action could involve creating, updating, or deleting a person, organization, activity, or deal in Pipedrive. Alternatively, you can use a date trigger, which will initiate the automation based on a specified date, such as a contract renewal or event deadline.</li><li>The action event represents the “then” part of an if-then statement: Once the trigger event occurs, this is the step that defines what the automation will do in response. This action can include automatically creating, updating, or deleting a person, organization, activity, or deal in Pipedrive. Additionally, it can involve sending an email from the email address synced to your Pipedrive account.</li></ul>
<div class="support-note success primary">Note: Importing data into your Pipedrive account does not trigger any actions within automations, except imports that update or delete leads.</div>
<hr>
<h2 style="text-align: justify"><a name="creating-your-first-automation"></a>Creating your first automation</h2>
<div class="support-note success primary">Note: For an in-depth visual guide to 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>
To access the automation feature, click on the “...” (More) &gt; Automations.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/automations%20nav%20bar.png" alt=""></figure>
To begin creating an automation, click the “+ Automation” button at the top left of the automation page. 
<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">Note: The automation name can be up to 120 characters long, and the automation description can be 200 characters long.</div>
To begin designing your automation, click the “Add trigger” button. You’ll see a sidebar where you can choose the item and event that will trigger your automation.
When configuring your trigger, you can choose between “Event trigger” and “Date trigger”.
The event trigger provides you with six entity options (deal, person, activity, lead, organization, and project), each with three types of events that will trigger the automation (added, updated, or deleted).
The date trigger provides you with four entity options (deal, person, activity, and organization), each with options to choose the specific date field, and three parameters (exact date, before date, and after date) to trigger the automation.
For more information on date triggers, check out <a href="https://support.pipedrive.com/article/automations-date-triggers" target="_blank" rel="noreferrer noopener">this article</a>. 
Once you have chosen the trigger type and the trigger event, click the “Apply trigger” button. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/New%20automation%20trigger.gif" alt=""></figure>
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 the circumstances under which your automation will trigger.
<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>
After saving your condition, click on the plus sign “+“ to choose your next step. This can be another condition or your action event.
<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>
When defining your action, you can choose between default options – person, organization, lead, deal, activity, email, notes, <a href="https://support.pipedrive.com/article/campaigns-by-pipedrive" target="_blank" rel="noreferrer noopener">campaigns</a>, <a href="https://support.pipedrive.com/article/projects-by-pipedrive" target="_blank" rel="noreferrer noopener">projects</a> and <a href="https://support.pipedrive.com/article/automations-webhook-requests" target="_blank" rel="noreferrer noopener">webhooks</a> – 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.
<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">Note: 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>
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. 
However, note that automations will check only once if the condition for every triggered action is met unless you use the wait until event 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.
Here, you can see how to set up an automation that moves your new deal to a different pipeline depending on the deal owner.
<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">Note: When choosing to send an email as an action event in your automation, the action event will only be able to use the email address synced to Pipedrive via the email sync feature. No other email address or account can be used for the purposes of automation.</div>
<div class="support-note success primary">Note: 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>
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.
<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">Note: 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. </div>
Once you have made all of your choices and designed your automation, click the “Save” button to finalize your automation.
<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>
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>. 
<hr>
<h2>Automation list view<a name="automation-list-view"></a></h2>
You may also view all of the automations you created alongside the ones created for the entire company’s Pipedrive account, sort by updated time, and apply filters. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/automations%20list%20view2.png" alt=""></figure>
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.
Inactive automations are grayed out, allowing you to quickly understand which are currently active in your Pipedrive account.
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>.
<hr>
<h2>Transfer automations<a name="transfer-automations"></a></h2>
Whether a user is leaving the company or just taking time off, another user may need access to their automations for troubleshooting purposes or to assign them to someone else. This can be done by transferring the ownership of existing automations.
<h3 style="text-align: justify">Users and permissions<a name="users-and-permissions"></a></h3>
Only the following types of users are able to transfer automations:
<ul><li><a href="https://support.pipedrive.com/article/global-user-management#global-permissions" target="_blank" rel="noreferrer noopener">Global app</a> admin users can transfer any automation to themselves or to any other global app admins</li><li><a href="https://support.pipedrive.com/article/global-user-management#deals-app" target="_blank" rel="noreferrer noopener">Deals app</a> admin users and global regular users with the <a href="https://support.pipedrive.com/article/permission-sets#permissions" target="_blank" rel="noreferrer noopener">permission</a> ”Add automations” can transfer their own automations to global app admins</li></ul>
<h3>Transfer ownership<a name="transfer-ownership"></a></h3>
Single transfer
Open the automation preview. When hovering over the owner’s name on the left, click the pencil icon, or click ”...” on the right and “Transfer ownership.”
<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>
Bulk transfer
On the Automations view, mark the checkboxes of the automations you want to transfer on the left-hand side of your screen. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Selecting%20automations%20for%20transfer.png" alt=""></figure>
Then, click “Transfer ownership”. 
<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>
When clicking on “Transfer ownership,” you must select the user to whom you want to transfer the automation. 
<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>
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).
Make sure to read this disclaimer carefully before proceeding.
<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>
In the disclaimer prompt, you can cancel pending executions for that automation. If you check the box, all pending executions will be canceled and won‘t be 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. 
<div style="text-align: justify" class="support-note success primary">Note: 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>
Once the automation is transferred, it will appear in the receiving owner’s automations list view. The transferred automation is deactivated, so the receiving owner can review and troubleshoot it if necessary.
The automation will have a transferred label added to indicate that it has been transferred. 
<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">Note: The transferred label will disappear from the automation after three days.</div>
The receiving owner is now able to configure the automation, including editing and activating.

Automations: first steps

getting-started-with-automations

Getting started with Automations

creating-your-first-automation

Creating your first automation

automation-list-view

Automation list view

transfer-automations

users-and-permissions

Users and permissions

transfer-ownership

Transfer ownership

Transfer automations

<div class="support-note primary">
Note: The <a href="https://support.pipedrive.com/hc/en/articles/360000943985-Workflow-Automation" target="_blank" rel="noreferrer noopener">automation</a> feature is one of the useful features on Pipedrive’s Advanced and higher plans. Learn how to switch plans in <a href="https://support.pipedrive.com/hc/en/articles/115005977469" target="_blank" rel="noreferrer noopener">this article</a>.</div>
In sales, as in life, time is the most valuable resource we have. Pipedrive’s automation templates help you preserve this resource by making it even easier to automate certain tasks in your sales process.
These templates serve as ready-made automations that can be implemented quickly and with minimal effort, allowing you to use your time on what matters.
Templates are also a great way for you to get comfortable and proficient with our <a href="https://support.pipedrive.com/hc/en/articles/360000943985-Workflow-Automation" target="_blank" rel="noreferrer noopener">automation</a> feature if you’re new to Pipedrive. 
To access the templates, go to “...” (more) &gt; <a href="/settings/automation/list" target="_blank" rel="noreferrer noopener">Automation</a><a href="/settings/automation/list"> </a>&gt; Templates in your Pipedrive account. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/automation%20templates%20tab.png" alt=""></figure>
<hr>
<h2 style="text-align: justify">Using templates<a name="using-templates"></a></h2>
From the automations page, click “Templates“ to reveal available ready-made automations, curated by type and collections. Find the process you wish to automate from this selection and click on the template to begin configuring your chosen automations.
The Template setup dialog will ask for all the details the automation requires. Simply make your selections and click "Continue". All fields are mandatory unless marked as “(Optional)”. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-02-20%20at%2016.52.26.png" alt=""></figure>
Once saved, your automation is active, and you can get back to doing what you do best, assisted by your new time-saving automation.
All template created automations can be edited from the automation page at any time.
If you create the automation, it will appear in the “Owned by me” filter. Automations created by colleagues will appear under “Owned by others”. Automations created by templates will behave just like the automations you create from scratch.
<hr>
<h2 style="text-align: justify">Available templates<a name="available-templates"></a></h2>
Pipedrive offers 36 pre-made automation templates, categorized by collection. Each of these powerful templates allows for customization within the template and additional customization once completed. 
Focus on deals
<ul>
<li>Add products to existing deals: When a deal is moved to a new pipeline stage, add a product to it.</li><li>Add products to new deals: Every time a deal is added, add a product to that deal.</li><li>Re-engage with inactive deals: Follow up on inactive deals.</li>
<li>Interact with new deals: Follow up every time a deal is added.</li><li>
Engage with deals that are progressing: Follow up when a deal is moved to a new pipeline stage.</li>
<li>Avoid rotting deals: Follow up every time a deal has not changed stages for a certain time. </li>
<li>Get in touch with new customers: When a new deal is added, send a campaign.</li>
<li>Contact won deals: Every time a deal is won, send a campaign.</li>
<li>Focus campaign for lost deals: Every time a deal is lost, send a campaign.</li>
<li>Send a campaign when a deal is moved: When a deal is moved to a new pipeline stage, send a campaign.</li><li>Follow up on completed activities: When an activity is marked as done, follow up and move the deal to a new pipeline stage.</li><li>Add new deals: Every time a new person is added, create a deal.</li>
</ul>
 Engage with leads
<ul>
<li>
Email sequences to new leads: Every time a lead is added, send an email sequence.</li>
<li>Email sequences to existing leads: When a lead label is updated, send an emails sequence. </li>
<li>Nurture new leads: Follow up every time a lead is added.</li>
<li>Get in touch with new leads: Follow up every time a lead is added and its label has not changed.</li>
<li>Re-engage with inactive leads: Follow up every time a lead is updated and its label has not changed.</li>
<li>Focus on updated leads: When a leads label is updated, send a campaign.</li>
<li>Welcome new leads: When a new lead is added, send a campaign.</li></ul>
 Optimize your work
<ul>
<li>Qualify leads: Every time a lead label is updated, convert the lead into deal.</li><li>Keep tabs on completed activities: Follow up every time an activity is marked as done.</li><li>Send a campaign on completed activities: When an activity is marked as done, send a campaign.</li><li>Welcome new persons: Follow up every time a new person is added.</li><li>Send welcome campaign sequence to new people: Every time a person is created and marketing status is subscribed, send a campaign. </li><li>Send welcome campaign to newly subscribed people: When person marketing status changes to subscribed, send them an email campaign.</li><li>Send a targeted campaign based on filtered people: When a person falls into specific filter, send them a campaign.</li>
</ul>
 External apps
<ul>
<li>Add tasks when moving deals: When a deal is moved to a stage, add an item in an external app.</li><li>Off boarding lost deals: When a deal is lost, add an item in an external app.</li><li>Handing over won deals: When a deal is won, add an item in an external app. </li><li>Tell your team about new deals: When a deal is added, send a message.</li><li>Update your team about deals moving: When a deal is moving to a new stage, send a message. </li><li>Celebrate when deals are won: Communicate every time a deal is won.</li><li>Notify your team about lost deals: Communicate every time a deal is lost.</li><li>Notify your team about archived deals: When a lead is archived, send a message.</li><li>Getting ready for new leads: When a lead is added, add an item in an external app.</li><li>Communicate about new persons: When a person is added, send a message.</li></ul>

Automations: templates

using-templates

Using templates

available-templates

Available templates

<div style="text-align: justify" class="support-note success primary">Note: The Automations feature is available on Advanced and higher plans. </div>
When working with <a href="https://support.pipedrive.com/article/workflow-automation" target="_blank" rel="noreferrer noopener">automations</a>, you often have a lot going on in the background, and it can be difficult to keep track of everything your automations are doing.
The automation history feature lets you view a record of the actions performed by your automations.
<hr>
<h2 style="text-align: justify">Where to find the automation history<a name="where-to-find-the-automation-history"></a></h2>
To find your automation history, go to Automations &gt; <a href="https://app.pipedrive.com/settings/automation/list" target="_blank" rel="noreferrer noopener">History</a>. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-01-25%20at%2017.39.20.png" alt=""></figure>
You can also view a specific automation’s history by clicking “View History” when opening an automation. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-01-25%20at%2017.54.31.png" alt=""></figure>
<hr>
<h2 style="text-align: justify">What is the status of your automation? <a name="what-is-the-status-of-your-automation"></a></h2>
When viewing your automation executions, there are four possible statuses that you might see: 
<table><thead><tr><th>Status</th><th>When is it shown?</th></tr></thead><tbody><tr><td><figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/shape.png" alt=""></figure></td><td>All automation steps were executed successfully.</td></tr><tr><td><figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/shape%20%281%29.png" alt=""></figure></td><td>An automation step failed when trying to be executed (e.g., action failed due to lack of permissions or connectivity issues).</td></tr><tr><td><figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/shape%20%282%29.png" alt=""></figure></td><td>An automation step is pending execution – this is very common when a <a href="https://support.pipedrive.com/article/workflow-automations-delay-feature" target="_blank" rel="noreferrer noopener">delay</a> step is added (e.g., on the first day of a three-day delay).
This can also be normal when an automation takes a bit longer to be processed (e.g., an email being sent).</td></tr><tr><td><figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/shape%20%283%29.png" alt=""></figure></td><td>An execution can’t be processed, but not because of a failure with the automation. This is typically caused by: <ul><li>A condition step in an automation that was not met </li><li>Too many automation executions in a short window of time, which triggers our system protection limit</li><li>An automation with a delayed action was deactivated before the action could be completed </li></ul></td></tr></tbody></table>
<div class="support-note success primary">Note: Executions that don’t meet the conditions’ criteria will be discarded and not shown in the execution list. </div>
<hr>
<h2 style="text-align: justify">How to check the details of a given automation’s execution<a name="how-to-check-the-details-of-a-given-automation-s-execution"></a></h2>
<div style="text-align: justify" class="support-note success primary">Note: You can only see executions from automations you created. </div>
Once you’re in the automation history tab, you can click on any of your listed executions to see a timeline detailing the steps performed for the automation, as well as timestamps for when these steps occurred: 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-02-20%20at%2016.26.50.png" alt=""></figure>
In the case of a failed or stopped automation, you’ll be able to see where the automation stopped.
If you click on that step, the sidebar view will show what caused the failure: 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-02-20%20at%2016.24.22.png" alt=""></figure>
As well as which conditions were recognized successfully if multiple conditions are being considered: 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-02-20%20at%2016.36.00.png" alt=""></figure>
In this example, the first condition was not satisfied and shows as false. The second condition, however, shows as true, meaning the automation was able to run successfully. 
<hr>
<h2 style="text-align: justify">Reasons for automation failures<a name="reasons-for-automation-failures"></a></h2>
There are a variety of reasons why you may experience errors related to your automation, which can be explained in your automation history: 
<table><thead><tr><th>State</th><th>Title</th><th>Message</th></tr></thead><tbody><tr><td><code>ReachedRateLimit</code></td><td>Maximum frequency limit reached</td><td>Maximum automation execution frequency limit reached.</td></tr><tr><td><code>FailedWrongData</code></td><td>Invalid data</td><td>There was a problem with the data used in the automation execution.</td></tr><tr><td><code>FailedUserInactive</code></td><td>Inactive user</td><td>User is inactive.</td></tr><tr><td><code>FailedUnknown</code></td><td>Unidentified execution error</td><td>Something went wrong.</td></tr><tr><td><code>FailedPermissions</code></td><td>Insufficient permissions</td><td>The user executing the automation doesn’t have sufficient permissions.</td></tr><tr><td><code>FailedMaxRetries</code></td><td>Maximum retry limit reached</td><td>Maximum number of automation execution retries reached.</td></tr><tr><td><code>FailedCompanyInactive</code></td><td>Inactive company</td><td>Company is inactive.</td></tr><tr><td><code>FailedActionQueuePush</code></td><td>Unidentified execution error</td><td>Something went wrong.</td></tr><tr><td><code>FailedActionCreation</code></td><td>Invalid data</td><td>There was a problem with the data used in the automation execution.</td></tr></tbody></table>
In the case of some errors, you’ll be able to verify the source of the error by checking the data in your account.
For example, if you receive the error <code>FailedUserInactive</code>, you can check your <a href="https://app.pipedrive.com/settings/users" target="_blank" rel="noreferrer noopener">manage users</a> settings to verify that the user in question is inactive. 
<div class="support-note success primary">Note: Historical execution data is kept for 15 days. However, for automation with delay steps, the executions are kept for the total delay period configured in the automation. (Ex. if the automation has a two-day delay step, the automation’s history will be kept for 17 days.) </div>

Automations: history

where-to-find-the-automation-history

Where to find the automation history

what-is-the-status-of-your-automation

What is the status of your automation?

how-to-check-the-details-of-a-given-automation-s-execution

How to check the details of a given automation’s execution

reasons-for-automation-failures

Reasons for automation failures

<div class="support-note primary">
Note: The Automations feature is only available on Advanced and higher plans.</div>
If your team uses Slack to stay updated, you can use the automation feature to easily forward notifications to Slack according to actions in your company Pipedrive account. 
To set up a Slack automation, you must first install and authorize the Slack app from the Marketplace. 
To install, go to Tools and apps &gt; Slack &gt; <a href="/settings/slack_app" target="_blank" rel="noreferrer noopener">Authorize Slack account</a>. To learn more about how Slack integrates with Pipedrive, you can look at our Marketplace page <a href="https://marketplace.pipedrive.com/app/dealbot-for-slack/41654835104d703b" target="_blank" rel="noreferrer noopener">here</a>. 
<hr>
<h2 style="text-align: justify">
<a name="custom-slack-notifications"></a>Custom Slack notifications</h2>
Once the app has been connected, head over to your automation page to get started.
To create a custom Slack automation, you can create a custom automation and select the Slack option when setting up your action. 

From the action page, you’ll see the option to send a notification to a Slack channel or as a direct message. <figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-24%20at%2017.18.38.png" alt=""></figure>

 After you click on the “Next Step” button, you’ll be brought to a page where you can select additional field data to include. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;max-width:301px;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Shot%202022-08-01%20at%2011.43.19%20AM.png" width="301" height="244" alt=""></figure>
After that, you’ll be able to select the recipient channel for your Slack message: 
<figure style="margin-left:auto;margin-right:auto;text-align:center;max-width:298px;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Shot%202022-08-01%20at%2012.57.19%20PM.png" width="298" height="379" alt=""></figure>
Then, for the Pretext and Attachment fields in your action, you’ll be able to select field data to include in your Slack notification. 
To select a field, click the Merge fields icon, and select from the available options. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;max-width:532px;"><img src="https://kb-cms.pipedriveassets.com/ezgif.com-gif-maker.gif" width="532" height="497" alt=""></figure>
 Pretext
<ul>
<li>Information that appears before the Attachment block in your Slack notification.</li>
</ul>
 Attachment
<ul>
<li>Description or information related to the trigger event that occurred in your Pipedrive account. </li>
</ul>
Once saved and activated, your new automation should now automatically send notifications to your Slack account. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;max-width:314px;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Shot%202022-08-01%20at%201.11.15%20PM.png" width="314" height="94" alt=""></figure>
<div class="support-note success primary">Note: The recipient of direct messages sent via automation will be the Slack user selected when setting up the integration. For information about configuring your Slack integration, check out <a href="https://support.pipedrive.com/article/pipedrive-integration-slack" target="_blank" rel="noreferrer noopener">this article</a>. </div>
<hr>
<h2 style="text-align: justify">
<a name="slack-notification-templates"></a>Slack notification templates </h2>
To quickly get started, you can choose from two existing Slack automation templates that will allow you to send deal-related information to your Slack channel or as a private message. <figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-24%20at%2017.08.15.png" alt=""></figure>

 
After selecting a template, you’ll be prompted to specify the trigger you want for your automation. <figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-24%20at%2017.15.00.png" alt=""></figure>

 
Once set up, you can go to your Created by me tab to further customize your templated Slack automation. 
<div class="support-note success primary">Note: Learn more about automation templates in <a href="https://support.pipedrive.com/hc/en/articles/360001883277-Workflow-Automation-Templates" target="_blank" rel="noreferrer noopener">this article</a>.</div>

Automations: Slack notifications

custom-slack-notifications

Custom Slack notifications

slack-notification-templates

Slack notification templates

<div class="support-note success primary">Note: The automations feature is only available on Advanced and higher plans. For information about Pipedrive's different plans and features, check out <a href="https://support.pipedrive.com/article/what-features-do-the-pipedrive-plans-have" target="_blank" rel="noreferrer noopener">this article. </a></div>
When using the <a href="https://support.pipedrive.com/article/workflow-automation" target="_blank" rel="noreferrer noopener">automation</a> feature, you can add existing field values from the triggering event into the action event of your automation. This means that when the automation is triggered, information from triggered item fields will be automatically added to your created or updated item.
You can do this by using Merge fields. <div class="support-note success primary">Note: Using trigger values in your automation is only possible when adding the data to text type fields such as large text, text type custom fields or email bodies.</div>
<hr>
<h2>Setting up your automation<a name="setting-up-your-automation"></a></h2>
<div class="support-note primary">Note: Merge fields will be available based on the types of data being used in the trigger step of the automation. So a Deal trigger will give you access to Deal-type merge fields. </div>
For example, if you would like to send an email to a deal's owner after a deal has been won, you would need to start with a trigger like this: 
<figure style="margin-left:auto;margin-right:auto;text-align:center;max-width:379px;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Shot%202022-08-02%20at%208.36.09%20AM.png" width="379" height="327" alt=""></figure>
This tells the automation only to activate when a deal's status has changed to won. Next, add the Send email action step, and fill in the recipient and subject: 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Shot%202022-08-02%20at%208.45.33%20AM.png" alt=""></figure>
But now, you want to include the Deal value in your email body. To do so, click the Merge fields icon in the bottom right corner, and select your field: 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202022-08-02%20at%2008-49-20.gif" alt=""></figure>
<div class="support-note success primary">Note: Merge fields can also be used for the subject line of the email. </div>
After that, click Apply action at the bottom to save your changes, and you have your automation: 
<figure style="margin-left:auto;margin-right:auto;text-align:center;max-width:383px;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Shot%202022-08-02%20at%208.53.01%20AM.png" width="383" height="596" alt=""></figure>
<hr>
<h2>
<a name="executing-the-action-event"></a>Executing the action event</h2>
As soon as the automation is triggered, the email will send including the deal value.
<figure style="margin-left:auto;margin-right:auto;text-align:center;max-width:274px;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Shot%202022-08-02%20at%209.02.00%20AM.png" width="274" height="132" alt=""></figure>
You can learn more about how to send emails using Pipedrive's automation feature by watching this <a href="https://support.pipedrive.com/hc/en/articles/360000293858-VIDEO-Workflow-Automation-How-to-send-emails-automatically" target="_blank" rel="noreferrer noopener">video</a>.

How can I add trigger values in the action event of my automation?

setting-up-your-automation

Setting up your automation

executing-the-action-event

Executing the action event

<div class="support-note success primary">Note: The Automations feature is only available on Advanced and higher plans. </div>
The <a href="https://support.pipedrive.com/hc/en/articles/360000943985" target="_blank" rel="noreferrer noopener">automations</a> feature is an excellent tool for helping guide your deals and contacts through your internal processes, to make your usage of Pipedrive more efficient. 
On a small scale – such as sending an email to a contact when their associated deal has moved into a specific stage in your pipeline – the automation feature can be effectively used to save time and allow your team to accomplish more.
However, the automation feature cannot be used as a mass email campaign tool – such as sending one email to thousands of your contacts simultaneously – as Pipedrive is still subject to the sending and receiving restrictions of the synced email account used for the automation.
For those functions, we may suggest that you utilize Pipedrive's <a href="https://support.pipedrive.com/hc/en/articles/360001417457" target="_blank" rel="noreferrer noopener">group emailing</a> feature or the <a href="https://support.pipedrive.com/en/article/campaigns-by-pipedrive">Campaigns by Pipedrive</a> add-on.

Can I use automation to send mass email campaigns?

<div style="text-align: justify" class="support-note success primary">Note: The automations feature is only available on Advanced and higher plans.</div>
When creating a series of <a href="https://support.pipedrive.com/article/workflow-automation" target="_blank" rel="noreferrer noopener">automations</a> to help your company’s processes in Pipedrive, it may be helpful to know of any technical limitations that may impact how you design your automation. 
The limit of the number of active automations you and your users can create depends on which Pipedrive plan your company is on.
<table>
<tbody>
<tr>
<td><div style="text-align: center">Plan</div></td>
<td><div style="text-align: center">Active automations per user</div></td>
</tr>
<tr>
<td><div style="text-align: center">Essential</div></td>
<td><div style="text-align: center">N/A</div></td>
</tr>
<tr>
<td><div style="text-align: center">Advanced</div></td>
<td><div style="text-align: center">30</div></td>
</tr>
<tr>
<td><div style="text-align: center">Professional</div></td>
<td><div style="text-align: center">60</div></td>
</tr><tr><td><div style="text-align: center">Power</div></td><td><div style="text-align: center">90</div></td></tr>
<tr>
<td><div style="text-align: center">Enterprise</div></td>
<td><div style="text-align: center">180</div></td>
</tr>
</tbody>
</table>
Each automation can have a maximum of ten actions built into it. Each unique trigger for an automation can occur once in a one-minute window, in order to prevent unmanageable loops in your process. Your company account can have one automation execute a maximum of 5,000 times in a ten-minute window.
That same company Pipedrive account can have all of their programmed automated workflows execute a maximum of 10,000 times in a ten-minute window. <div class="support-note success primary">Note: If you’re using action events that involve your email provider, please note that your provider may also have limitations regarding how many emails can be sent in a specific timeframe. </div>

How many automated workflows can I have in Pipedrive?

<div class="support-note primary">
Note: The Automations feature is one of the useful features of Pipedrive’s Advanced, Professional, and Enterprise plans.</div>
By default, only admin users in Pipedrive can create automations through the <a href="https://support.pipedrive.com/article/workflow-automation" target="_blank" rel="noreferrer noopener">Automations</a> feature. Learn more about the automation feature in Pipedrive <a href="https://support.pipedrive.com/hc/en/articles/360000943985" target="_blank" rel="noreferrer noopener">here</a>. 
<hr>
<h2 style="text-align: justify">Regular users</h2>
Global admin users can enable the permission for global regular users to create and edit their own automations in Pipedrive.
To enable this permission, an admin user needs to go to Company settings &gt; Manage Users &gt; <a href="https://app.pipedrive.com/settings/permissions" target="_blank" rel="noreferrer noopener">Permissions sets</a>. Scroll down to Global permissions &gt; Global regular users and edit the permission set to allow the creation of automated workflows.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/automation%20permission%20reg%20user.gif" alt=""></figure>
Regular users, if given permission to create automated features – while also having permission to view other users in the Pipedrive account – will be able to create automated workflows that assign activities to other users in the Pipedrive account.
When utilizing automations in Pipedrive, we suggest that admin users regularly monitor which automated workflows have been created to be aware of where deals and activities are going within their accounts.

Who can create automated workflows in Pipedrive?

<div style="text-align: justify" class="support-note success primary">Note: This feature is only available on Advanced and higher plans.</div>
A crucial aspect of creating <a href="https://support.pipedrive.com/en/article/workflow-automation" target="_blank" rel="noreferrer noopener">automations</a> is which conditions to include. Conditions are filters that a trigger action must meet in order to fire. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;width:532px;max-width:532px;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-15%20at%2010.18.38%20AM.png" width="532" height="648" alt=""></figure>
<hr>
<h2 style="text-align: justify">Passive vs. active conditions<a name="passive-vs-active-conditions"></a></h2>
Automation conditions can be divided into two groups: passive and active.
<ul><li>Passive conditions don’t imply an action has taken place. For example, the condition “Deal creator is me” is passive, since the deal doesn’t need to change to be true. </li></ul>
<ul><li>Active conditions require an action to have taken place. For example, “Person label has changed to cold”, means someone has changed the label to cold. </li></ul>
This distinction is especially important for automation troubleshooting. If an automation you’ve created is not working, ask the following questions: 
<ul><li dir="ltr">What action should trigger this automation? </li><li dir="ltr">Does the condition I’m using match the action I’m performing?</li><li dir="ltr">Does my automation have an action step at all?</li></ul>
The third question is vital since no automation can be triggered without performing an action. 
<hr>
<h2 style="text-align: justify">Common conditions<a name="common-conditions"></a></h2><div class="support-note success primary">Note: If an automation using a filter is set to triggered by another user, that filter must be shared with the user.</div>
While some conditions are straightforward, others might seem vague at first glance. Here are some common automation terms and their significance. 


<table><tbody><tr><td>Has changed to</td><td>Active</td><td>When an item is updated by changing the value of a field to a specific value</td><td>“Deal stage has changed to proposal” </td></tr><tr><td>Has changed</td><td>Active</td><td>When an item is updated by changing the value of a field to any other value</td><td>“Deal stage has changed.”</td></tr><tr><td>Is</td><td>Passive</td><td>When an item created/updated contains a specific field value. Unlike has changed to, is requires an additional condition if used for an update. </td><td>“Deal stage is proposal” 
and
“Deal owner has changed”</td></tr><tr><td>Contains</td><td>Passive</td><td>When a text-based field contains certain words or phrases</td><td>“Person name contains business” </td></tr><tr><td>Is not empty</td><td>Passive</td><td>When a specified field contains any value</td><td>“Organization address is not empty.”</td></tr><tr><td>Owner/assigned to user is</td><td>Passive</td><td>When a specific user has been assigned an item (deal/contact/activity) </td><td>“Activity assigned to user is user A” </td></tr><tr><td>Creator is</td><td>Passive</td><td>This is an important distinction from owner is. The creator is the person who created the said item whereas the owner can be changed.</td><td>“Organization creator is user B”</td></tr><tr><td>Filter matches</td><td>Active</td><td>When an item falls within the parameters of a specified filter. </td><td>“Person filter matches person label is cold”</td></tr></tbody></table>
<hr>
<h2 style="text-align: justify">Deal stage changes<a name="deal-stage-changes"></a></h2>
If you want to trigger an automation based on a change in deal stage, use the deal stage has changed to or deal stage has changed condition, depending on whether you want to specify a stage. 
You can also use the deal stage is condition, but it requires an additional condition since it’s passive on its own. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;width:503px;max-width:503px;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-15%20at%2010.29.55%20AM.png" width="503" height="656" alt=""></figure>
 In the example, a deal must be in the “Lead In” stage when the label is changed to “Hot Lead” in order to trigger the ownership change.
<div dir="ltr" style="text-align: justify" class="support-note success primary">Note: A change to the deal’s stage will be triggered regardless of direction. For example, if you move a deal backward rather than forward in your pipeline, this action will still trigger your automation. </div>
<hr>
<h2 style="text-align: justify">Person matches filter<a name="person-matches-filter"></a></h2>
Since entering a filter’s results constitutes an action, you can trigger it with automations. However, you can’t use automations on existing items within the filter results. 
For example, you can’t change the label of every person within a filter’s results by choosing the filter as an automation condition. Instead, you can use <a href="https://support.pipedrive.com/article/bulk-editing-and-filtering">bulk edit</a> to fit people to the filter requirements. 
<div dir="ltr" class="support-note success primary">Note: 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>

Automations: conditions

passive-vs-active-conditions

Passive vs. active conditions

common-conditions

Common conditions

deal-stage-changes

Deal stage changes

person-matches-filter

Person matches filter

<div class="support-note success primary">Note: The <a href="https://support.pipedrive.com/article/workflow-automation" target="_blank" rel="noreferrer noopener">Automations</a> feature is only available on Advanced and higher plans. </div>
Pipedrive’s frequency limits are limitations on the number of times any automation may run within a pre-determined timeframe. They’re designed to support an automation’s optimal performance and ideal speed.
These limits serve as a safeguard mechanism to protect Pipedrive’s infrastructure and prevent companies from creating loops. 
<hr>
<h2 style="text-align: justify">When are frequency limits applied?<a name="when-are-frequency-limits-applied"></a></h2>
Frequency limits may be applied under any of the following conditions:
<ul><li>If the automation is triggered by a <a href="https://support.pipedrive.com/article/bulk-editing-and-filtering" target="_blank" rel="noreferrer noopener">bulk</a> action</li><li>If the automation creates a loop (e.g., automation 1 is triggered by a deal update and creates an activity and automation 2 is triggered by an activity creation and updates a deal)</li><li>If the automation triggers several other automations (e.g., If you have one automation that creates a deal when a person is created and another that creates a person when a deal is created.)</li></ul>
<div class="support-note success primary">Note: These limits are time-based, meaning they’re automatically lifted after a pre-defined amount of time between activations has elapsed. To make sure the limits run as scheduled, make sure everything else is configured properly and meets any of the above conditions. </div>
<hr>
<h2 style="text-align: justify">How to know when you reached a frequency limit<a name="how-to-know-when-you-reached-a-frequency-limit"></a></h2>
Automations that reach the frequency limit will be stopped. To see stopped executions, navigate to ”History” and select the ”Stopped” filter. <figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-01-26%20at%2017.07.21.png" alt=""></figure>
If you open the automation, you can see whether it was due to frequency limits.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-01-26%20at%2015.32.35.png" alt=""></figure>
If you’re seeing this message but don’t know why your automation reached its limit, please contact our <a href="https://support.pipedrive.com/article/contacting-pipedrive-support" target="_blank" rel="noreferrer noopener">support team</a> for further assistance.

Automations: frequency limits

when-are-frequency-limits-applied

When are frequency limits applied?

how-to-know-when-you-reached-a-frequency-limit

How to know when you reached a frequency limit

<div style="text-align: justify" class="support-note success primary">Note: This feature is only available on Advanced and higher plans.</div>
When using automations, there are times when you will want to have an automated step performed at a later time or date, as opposed to being performed immediately.
With the delay feature for the <a href="https://support.pipedrive.com/article/workflow-automation" target="_blank" rel="noreferrer noopener">automation</a> tool, you can set up actions to be performed automatically and at your preferred time and date.
Learn more about <a href="https://www.pipedrive.com/en/products/sales/automations">sales automations</a>
<hr>
<h2 style="text-align: justify">Where to find the delay feature<a name="where-to-find-the-delay-feature"></a></h2>
When you create your automation, you will start by choosing a trigger event (e.g., deal created).
Once you have selected your trigger event, you will see three options for the next step: condition, action, and delay: 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202022-06-24%20at%2012.27.59.png" alt=""></figure>
<hr>
<h2 style="text-align: justify">How to use the delay feature<a name="how-to-use-the-delay-feature"></a></h2>
Once you have located the delay feature, you can start adding time delays into your automated sequences. You will have two options for how to configure your delays – predefined and custom: 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/ezgif-1-4b59715ece.gif" alt=""></figure>
<ul><li>Predefined will allow you to select options like a day of the week or a default number of hours or days.</li><li>Custom will allow you to input a specific number and unit of time. </li></ul>
<hr>
<h2 style="text-align: justify">What you can add after the delay<a name="what-you-can-add-after-the-delay"></a></h2>
Once you have added your delay step and specified the time that must elapse, you will then be able to add an action, condition, or even another delay as the next step in the automation: 
<figure><img src="https://kb-cms.pipedriveassets.com/Screenshot%202022-06-24%20at%2012.31.03.png" alt=""></figure>
 
Condition
If you add a condition step after your delay, the automation will wait the selected amount of time and check to see if the condition in question has been met. For example:
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Shot%202022-05-02%20at%2012.37.33%20PM.png" alt=""></figure>
The deal owner condition will be checked after one minute has passed. If the condition is met after that time, the automation will proceed to its next step. If the condition is not met after that time has passed, the automation will be stopped. 
Action
If you add an action step after your delay, the automation will wait until the selected amount of time has passed, and then the specified action will be performed. For example: 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Shot%202022-05-02%20at%2012.38.10%20PM.png" alt=""></figure>
The ownership of the deal will be changed to the selected user after one minute has passed. 
Delay
If another delay step is added directly following a previous delay, the time will be added to the previous delay.
For example, if you add a one-day delay step followed by a one-hour delay step, you'll have a delay of one day and one hour. 
<hr>
<h2 style="text-align: justify">How to cancel a pending automation<a name="how-to-cancel-a-pending-automation"></a></h2>
There are two ways you can cancel pending automations.
<ul><li>The first is to go into the automation and deactivate it, which you can do from either the editing view or the automation list view, then save. This will prompt a window, giving you the option to either maintain or cancel your pending executions: </li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/ezgif-5-6bddb35009.gif" alt=""></figure>
<ul><li>The other way to accomplish this is by making a change to either the trigger, condition, or action within your automation. After doing so, you will see a different prompt: </li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/ezgif-2-54ffe6ff06.gif" alt=""></figure>
If you check “Cancel all pending executions”, any pending actions will be stopped. If you leave the box unchecked, pending actions will continue to fire after those changes are made. 
<div class="support-note success primary">Note: You can deactivate automations from the editing screen or the list view </div>
<hr>
<h2 style="text-align: justify">How many delays can I use in an automation?<a name="how-many-delays-can-i-use-in-an-automation"></a></h2>
The number of delays per automation is dependent on your plan: 
<table><tbody><tr><td>Advanced</td><td>Professional</td><td>Power</td><td>Enterprise</td></tr><tr><td>30 active automations per user</td><td>60 active automations per user</td><td>90 active automations per user</td><td>100 active automations per user</td></tr><tr><td>10 actions per automation</td><td>10 actions per automation</td><td>10 actions per automations</td><td>10 actions per automation</td></tr><tr><td>3 delays per automation</td><td> 10 delays per automation</td><td>10 delays per automations</td><td> 10 delays per automation</td></tr><tr><td>Total Time Limit: 90 days</td><td>Total Time Limit: 90 days</td><td>Total Time Limit: 90 days</td><td>Total Time Limit: 90 days</td></tr></tbody></table>
The total time allocated to delays in your automation cannot surpass 90 days. Meaning you can, for example, have one delay with 90 days or 6 with 15 days each.
<div class="support-note success primary">Note: When you choose the option to skip weekends, the weekend days will still count toward the 90-day limit.</div>
<hr>
<h2 style="text-align: justify">What can disrupt the delay feature?<a name="what-can-disrupt-the-delay-feature"></a></h2>
There are select instances where changes made to a automation containing delays will require the additional removal of steps within that automation.
Past tense operators
Adding a delay before a condition with reference to the past will lead to all steps following the delay being deleted:
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Shot%202022-05-02%20at%201.07.05%20PM.png" alt=""></figure>
A workaround is to modify the condition first so that no past references are configured and, only after that, add the delay.
<div class="support-note success primary">Note: After a delay step, all operators that reference the past are NOT available in conditions (“Was”, “Was not”, etc.)</div>
Deleting delays preceding “change” conditions
When a automation contains has changed/has not changed/has changed to conditions and they come after a delay, if the delay is deleted, there is no support for those comparators anymore. An example of this would be if you have a has not changed condition set to be assessed three days after a deal is created: 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Shot%202022-05-02%20at%201.14.11%20PM.png" alt=""></figure>
In this case, if you remove the delay step, what you are left with is a deal created trigger event that has a has not changed condition. This is not possible since changes in a deal cannot be assessed if the deal was just created.

Automations: delay feature

where-to-find-the-delay-feature

Where to find the delay feature

how-to-use-the-delay-feature

How to use the delay feature

what-you-can-add-after-the-delay

What you can add after the delay

how-to-cancel-a-pending-automation

How to cancel a pending automation

how-many-delays-can-i-use-in-an-automation

How many delays can I use in an automation?

what-can-disrupt-the-delay-feature

What can disrupt the delay feature?

Find all your automations in a single place.

<div style="text-align: justify" class="support-note success primary">Note: Automations are only available on Advanced and higher plans. For more information about the automations feature, check out <a href="https://support.pipedrive.com/article/workflow-automation" target="_blank" rel="noreferrer noopener">this article. </a> </div>
The automations list view is where you can find all the automations you’ve created and keep them organized.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/automations%20list%20view2.png" alt=""></figure>
To find your automations easily, you can use any of the following resources:
<ul><li>Labels</li><li>Filters</li><li>Owners</li><li>Sorting</li><li>Search bar</li></ul>
<hr>
<h2 style="text-align: justify">Labels<a name="labels"></a></h2>
Similar to <a href="https://support.pipedrive.com/article/deal-labels">deals</a> or<a href="https://support.pipedrive.com/article/contact-labels"> contact labels</a>, it’s possible to keep your automations organized by adding one or more color-coded labels. These labels allow you to visually categorize automations based on sales processes.
When creating a new automation, click on “Add label” below the automation title – you can add more than one label to each automation. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-08-02%20at%2022.02.21.png" alt=""></figure>
To add labels to existing automations, click on the automation to open the automation canvas and click on “Add label” below the automation title.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-08-02%20at%2022.22.33.png" alt=""></figure>
Once added, the labels will appear below the automation title.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-08-02%20at%2021.58.59.png" alt=""></figure>
<hr>
<h2>Filters<a name="filters"></a></h2>
As with deals or contacts, you can <a href="https://support.pipedrive.com/article/filtering">filter</a> the automations you’ve created based on specific criteria. 
There are five different filters available:
<table><tbody><tr><td><div style="text-align: center">Labels</div></td><td>You can select more than one label in this filter.</td></tr><tr><td><div style="text-align: center">Triggers</div></td><td>Filter by specific automation triggers.</td></tr><tr><td><div style="text-align: center">Actions</div></td><td>Filter specific actions within your automation.</td></tr><tr><td><div style="text-align: center">Status</div></td><td>Filter the automations that are enabled or disabled.</td></tr><tr><td><div style="text-align: center">Owner</div></td><td>If you’re an admin, you can filter automations based on their owner. You won’t be able to edit them, but you can see their content.</td></tr></tbody></table>
<hr>
<h2>Owners<a name="owners"></a></h2>
If you have global admin permissions, you can see automations created by other users.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/my%20automations.png" alt=""></figure>
To view an automation created by another user, click on the automation from the list view to open the automation canvas. 
You will see the automation, the labels added, the owner, the last update and if it’s triggered by the owner only or by any user.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-08-02%20at%2022.48.38.png" alt=""></figure>
<div class="support-note success primary">Note: This is a read-only view. Only the owners of the automations can edit them.</div>
<hr>
<h2>Sorting<a name="sorting"></a></h2>
When you’re in the automations list view, click on the sorting button to organize the automations based on different criteria.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202022-10-24%20at%2016.43.27.png" alt=""></figure>
You can sort your automations by:
<ul><li>Update date</li><li>Name</li><li>Creation date</li></ul>
Your settings will remain the same until you change them again. 
<hr>
<h2 style="text-align: justify">Search bar<a name="search-bar"></a></h2>
If you know the name of a specific automation, use the search bar to search for it quickly. You can find the search bar on the right-hand side of your screen.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-08-02%20at%2022.49.47.png" alt=""></figure>
<div dir="ltr" class="support-note success primary">Note: The search bar will only show results that match automation titles. You can use filters if you’re looking for labels, triggers, or actions.</div>

Automations: list view

labels

Labels

filters

Filters

owners

Owners

sorting

Sorting

search-bar

Search bar

Create email sequences based on automation email conditions.

<div class="support-note success primary">Note: The <a href="https://support.pipedrive.com/article/workflow-automation" target="_blank" rel="noreferrer noopener">Automations</a> feature is only available on Advanced and higher plans. </div>
At Pipedrive, we’re always looking for ways to help you save time on repetitive tasks so you can focus on things that matter, like closing deals.
With sequences, you can minimize human error and send perfectly timed follow-ups to increase your win rate. 
<hr>
<h2>How do sequences work?<a name="how-do-sequences-work"></a></h2>
You have the possibility to create sequences based on existing email conditions within your automations.
These sequences allow you to:
<ul>
<li>Check basic email fields. E.g., the email subject.</li>
<li>Check if a previous email configured in the automation has been replied to after a <a href="https://support.pipedrive.com/article/workflow-automations-delay-feature" target="_blank" rel="noreferrer noopener">delay</a> step. E.g., Trigger: Deal moved stages &gt; Action: Send email &gt; Delay: 3 days &gt; Condition check: Check if the email was replied to &gt; Action: Send another email.</li>
<li>Check if a link in a previous email body was clicked after a <a href="https://support.pipedrive.com/article/workflow-automations-delay-feature">delay</a> step. E.g., Trigger: Deal moved stages &gt; Action: Send email &gt; Delay: 3 days &gt; Condition check: Check if a link within the email was clicked &gt; Action: Move deal to a different stage.</li></ul>
<div class="support-note success primary">Note: Email sequences are only available when you select the action “Send email with template”. </div>
<hr>
<h2 style="text-align: justify">How can I create a sequence based on email conditions?<a name="how-can-i-create-a-sequence-based-on-email-conditions"></a></h2>
First, you need to create an automation that sends an email (action) when triggered. You can create an automation or choose from one of our <a href="https://support.pipedrive.com/article/workflow-automation-templates">templates</a>.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-02-08%20at%2018.46.53.png" alt=""></figure>
Click the “+” sign to add a delay step to your automation. This will trigger another action after a specific time frame has passed.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-02-08%20at%2019.19.03.png" alt=""></figure>
Select the duration of the delay. This delay will start counting as soon as the first action is triggered.
Click the “+” sign again. Add a condition step to your automation and choose the option “E-mail with template sent”.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-02-08%20at%2019.44.03.png" alt=""></figure>
You will see several fields and conditions that can be met before the automation moves to the next step. Select the condition that will follow your email sequence.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202023-02-08%20at%2019-54-49%20copy.gif" alt=""></figure>
<div class="support-note success primary">Note: If you’re tracking link clicks, set “E-mail link has been clicked” to “True”. Tracking email openings is not supported. </div>
Once you’ve set the email conditions, click the “+” sign to add an action step to your automation.
This action will occur after the delay step has passed and the conditions are met. If the conditions are not met, the automation will stop. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-02-08%20at%2020.48.36.png" alt=""></figure>
After you define and save the action, your sequence will be complete. You can add more actions and conditions or save and exit the automation.

Automations: sequences based on email conditions

how-do-sequences-work

How do sequences work?

how-can-i-create-a-sequence-based-on-email-conditions

How can I create a sequence based on email conditions?

<div dir="ltr" style="text-align: justify" class="support-note success primary">Note: The <a href="https://support.pipedrive.com/article/workflow-automation" target="_blank" rel="noreferrer noopener">automations feature</a> is only available on Advanced and higher plans.</div>
When creating an <a href="https://support.pipedrive.com/article/workflow-automation">automation</a>, you always start by choosing a trigger event and an action. The “wait for condition” step allows you to have an action executed within a specific time period, as long as it meets the conditions you’ve defined. 
Let’s take a look at some examples to better understand this concept:
<ul><li dir="ltr">Send an email when a deal is created and, as soon as the email is replied to, another email is sent out. If the email is not replied to within three days, then the automation will stop.</li><li dir="ltr">Create an activity and, as soon as the activity is marked as “Done”, create another follow-up activity. If the activity is not marked as “Done” within a week, then the automation will stop.</li></ul>
<div>Read more about <a href="https://www.pipedrive.com/en/products/sales/automations" target="_blank" rel="noreferrer noopener">sales automation</a> on our product page</div>
<hr>
<h2 style="text-align: justify">How to configure the “Wait for condition” step<a name="how-to-configure-the-wait-for-condition-step"></a></h2>
Start creating your workflow as you usually do. If you need help, you can check our automations guide <a href="https://support.pipedrive.com/article/workflow-automation#creating-an-automation">here</a>.
In your workflow, you must have the following:
<ul><li dir="ltr">Trigger &gt; Trigger condition &gt; Action</li></ul>
Once you’ve added the steps above, you’ll be able to add the wait for condition step.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-14%20at%2012.47.18.png" alt=""></figure>
Once clicked, you’ll need to define the conditions for this step that need to be met before the automation moves to the next step.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/wait%20for%20conditions.png" alt=""></figure>
<div style="text-align: justify" class="support-note success primary">Note: Users in the Advanced plan can add up to three “wait for condition” steps per automation. Users in the Professional plan and above can add up to ten steps per automation.</div>
Events
The event will allow you to select a trigger or action – with the respective conditions – available in previous steps. 
You can add a wait step for the following actions:
<ul><li>Person</li><li>Organization</li><li>Deal</li><li>Lead</li><li>Email</li><li>Activity</li><li>Project</li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-19%20at%2011.36.38.png" alt=""></figure>
Time limits
The time limit will allow you to input a specific time range until the event and conditions are checked. You can select one of the predefined time frames from the dropdown or set a custom duration for granularity.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-17%20at%2016.11.48.png" alt=""></figure>
<div style="text-align: justify" class="support-note success primary">Note: You can set a maximum of seven days per step. The automation will stop if the time limit expires without matching the conditions. Learn more about automation conditions in <a href="https://support.pipedrive.com/article/workflow-automation-conditions" target="_blank" rel="noreferrer noopener">this article</a>.</div>
Once you save the wait for condition step, you can continue adding other steps. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-18%20at%2019.57.51.png" alt=""></figure>
In the screenshot above we illustrate that, once the email has been replied to for the first time, the automation will continue to the next step in the workflow. This will only happen if the conditions are met in a maximum of three days.
The automation execution will appear as pending while the conditions are not met or time is not expired.
<hr>
<h2 style="text-align: justify">Pending executions<a name="pending-executions"></a></h2>
In this changing world, you might activate a workflow with a wait for condition step with a 7-day time limit then the context might change, or create a workflow with the wrong email template. Then, you’ll need to update the automation configuration to meet the new reality.
In this case, if you edit an active workflow and then resave it, you’ll have to decide if the pending executions in this step should be kept or canceled.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-16%20at%2015.22.19.png" alt=""></figure>
If you need to deactivate an automation, you must also decide whether to maintain the current executions or cancel them entirely.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-16%20at%2015.20.34.png" alt=""></figure>
<div class="support-note success primary">Note: Pending executions can be individually canceled from the History section.</div>
<hr>
<h2 style="text-align: justify">Execution history<a name="execution-history"></a></h2>
The automation history feature lets you view a record of the actions performed by your automation. For the wait for condition step there are three execution statuses available.
Pending
This status appears when the step is within the specified time limit but the conditions have not been met. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/396dfd87-1edb-4e76-888f-f3992bbde97f.png" alt=""></figure>
Success
This status appears when the wait for condition step is executed, as the conditions have been met within the specified time limit.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-16%20at%2016.30.06.png" alt=""></figure>
Expired
This status appears when the automation is stopped, as the time limit expired and the conditions didn’t match within the specified time limit.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-03-31%20at%2010.57.54.png" alt=""></figure>
Learn more about the automation history feature in <a href="https://support.pipedrive.com/article/workflow-automation-history" target="_blank" rel="noreferrer noopener">this article</a>.

Automations: wait for condition

how-to-configure-the-wait-for-condition-step

How to configure the “Wait for condition” step

pending-executions

Pending executions

execution-history

Execution history

Save time by setting up automations for less experienced users.

<div class="support-note success primary">Note: The <a href="https://support.pipedrive.com/article/workflow-automation" target="_blank" rel="noreferrer noopener">Automations</a> feature is only available on Advanced and higher plans. Sharing and setting up automations for other users is only available to users with global admin permissions enabled. This feature is currently in beta.</div>
Technology plays a significant role in our daily lives in our rapidly changing world. While one of Pipedrive’s primary goals is to build an easy-to-use and intuitive tool, not everyone is well-versed in technology and may require assistance setting up certain features.
The option to share automations with other users aims to help tech-savvy admins save time by setting up automations for less experienced users. 
<img class="vidyard-player-embed" src="https://play.vidyard.com/jwf7Lrrk52GZhTe928tAqj.jpg" alt="">
<hr>
<h2 style="text-align: justify">Share automations with others<a name="share-automations-with-others"></a></h2>
Before sharing an automation, you need to keep in mind that only automations with the <a href="https://support.pipedrive.com/article/workflow-automation#automation">trigger</a> ”Triggered by selected users” can be shared. If the trigger ”Triggered by anyone” is set, sharing isn't needed as all users are already included.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-08-01%20at%2019.13.09.png" alt=""></figure>
To give access to an automation to other users in your company, click on the automation itself to open the contextual view. Then, on the users section, click on ”Add users”. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-07-31%20at%2018.53.44.png" alt=""></figure>
You will see the manage access prompt. Look for the users you want to share the automation with and click ”Apply the changes”. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-07-31%20at%2019.15.31.png" alt=""></figure>
Once you save the changes, you’ll see that the users section in the contextual view will now have a list of users with access to the automation. 
By clicking ”Manage access” you can add more users or remove the access from existing ones.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-07-31%20at%2019.35.01.png" alt=""></figure>
<div class="support-note success primary">Note: It’s not possible to change the trigger setup from selected users to anyone if the automation was already shared, unless the users who have access are deactivated from the automation.</div>
In the automations list view you’ll be able to see the automations that have been shared and are enabled or disabled. The sharing icon has two numbers:
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/share%20automation.png" alt=""></figure>
<ul><li>The first number indicates how many users have already activated the automation</li><li>The second number indicates how many users the automation was shared with</li></ul>
<hr>
<h2 style="text-align: justify">Activate shared automations<a name="activate-shared-automations"></a></h2>
Since automations shared with others will execute actions on their behalf (i.e., send emails, send Slack messages, etc.), the subscribed users need to agree to enable the automation for themselves and agree to any future changes made, as they won’t be alerted.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/activate%20automation3.png" alt=""></figure>
Once users activate the automations on their end, you’ll see the ”Active” toggle enabled in the users section.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/users%20enabled.png" alt=""></figure>
Regular users that received and activated the automations will be able to see the workflow and the executions by their own user. However, they won’t be able to edit, transfer, delete or duplicate the automation, as these actions will only be limited to global admins.
<div class="support-note success primary">Note: When choosing to send an email as an action event in your automation, the action event will only be able to use the email address synced to Pipedrive via the <a href="https://support.pipedrive.com/article/email-sync" target="_blank" rel="noreferrer noopener">email sync</a> feature and will be sent from the email accounts of the people with whom the automation was shared. In addition, the personal email signature will be added to the email body.</div>
If needed, admins can temporarily or permanently remove users from automations. If the removal is temporary, the regular user will need to activate the automation themselves again to resume executions.
<div class="support-note success primary">Note: The maximum number of active automations takes into account automation owners with automations with at least one active subscription.</div>
<hr>
<h2 style="text-align: justify">Execution history<a name="execution-history"></a></h2>
Admin users
Admin users have access to the full <a href="https://support.pipedrive.com/article/workflow-automation-history" target="_blank" rel="noreferrer noopener">execution history</a> of a shared automation. They can: 
<ul><li>Filter by user</li><li>Look for specific executions by specific users</li><li>Select the timeframe</li><li>Check the status of an execution</li></ul>
Regular users
Regular users will be able to see all the information related to their own executions, such as status and timeframe.
<hr>
<h2 style="text-align: justify">Troubleshooting<a name="troubleshooting"></a></h2>
When an automation is activated, the system will run a diagnosis to confirm that the workflow is built correctly and no issues will prevent it from execution.
If an error is found, you’ll be notified and you’ll need to review the workflow in order to enable it.
Click ”Troubleshoot” at the top of the page for more details about the errors. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/troubleshoot%20automation.png" alt=""></figure>
Once the issues have been addressed, you can run the diagnosis again and activate the automation.

Set up automations for other users

share-automations-with-others

Share automations with others

activate-shared-automations

Activate shared automations

troubleshooting

Troubleshooting

Frequently asked questions for Pipedrive's automations date triggers.

<div class="support-note success primary">Note: Time triggers are currently in beta and available to a closed group of users. It will be released to more users at a later date. This functionality is part of the <a href="https://support.pipedrive.com/article/workflow-automation" target="_blank" rel="noreferrer noopener">Automations</a> feature, which is only available on Advanced and higher plans. </div>
<h2>Can I stop the execution of a date-trigger automation?<a name="can-i-stop-the-execution-of-a-date-trigger-automation"></a></h2>
A <a href="https://support.pipedrive.com/article/automations-date-triggers">date trigger automation</a> searches for matching records daily at the configured time, and will trigger if matches are found.
To stop it from triggering on any particular day, deactivate it before the defined execution time for all users for whom the automation has been enabled.
<ul><li dir="ltr">If it is re-enabled before that time, it will be triggered the same day</li><li dir="ltr">If it is re-enabled after that time, it will be triggered the next day if matching records are found</li></ul>
If the date trigger automation contains <a href="https://support.pipedrive.com/article/workflow-automations-delay-feature">delay</a> steps, you can stop the execution of any individual executions from the <a href="https://support.pipedrive.com/article/workflow-automation-history" target="_blank" rel="noreferrer noopener">History</a> tab using the cancel execution button. 
<hr>
<h2>What happens if I delete a custom field?<a name="what-happens-if-i-delete-a-custom-field"></a></h2>
If there are date-trigger automations configured with a <a href="https://support.pipedrive.com/article/custom-fields">custom date field</a> that is deleted, the automation won’t have any executions.
If any other custom field in the automation is deleted, you’ll see it in failed executions. 
 
<hr>
<h2>What happens if I delete a custom date field configured in a date-trigger automation?<a name="what-happens-if-i-delete-a-custom-date-field-configured-in-a-date-trigger-automation"></a></h2>
The automation won’t run for that item.
 
<hr>
<h2>What’s the difference between event and date triggers?<a name="what-s-the-difference-between-event-and-date-triggers"></a></h2>
<ul><li>Event trigger: automation will trigger when an event occurs (e.g., a deal is added, updated, or deleted)</li><li>Date trigger: automation will trigger when a given date is reached (e.g., activity due date)</li></ul>
<hr>
<h2>Why is my date-triggered automation not working as expected?<a name="why-is-my-date-triggered-automation-not-working-as-expected"></a></h2>
There could be some reasons why the automation is not triggering:
<ul><li dir="ltr">It’s not active for anyone</li><li dir="ltr">If it’s active only for the automation owner, the execution starts for the items the automation owner has visibility over</li><li dir="ltr">If it’s active for the automation owner and other users through the <a href="https://support.pipedrive.com/article/share-automations" target="_blank" rel="noreferrer noopener">automation sharing option</a>, the execution starts for any supported entities that each of the users it’s active for are owners of</li><li dir="ltr">The conditions are not met in the timeframe defined (e.g., a date trigger automation is configured to run 90 days after a deal lost date. If there are no lost deals in the last quarter, no executions will appear)</li></ul>
<div class="support-note success primary">Note: If you’re having issues with <a href="https://support.pipedrive.com/article/automations-date-triggers">date trigger automations</a>, reach out to our support team <a href="https://support.pipedrive.com/en/contact-us">here</a>. </div>

Automations: date triggers FAQ

can-i-stop-the-execution-of-a-date-trigger-automation

Can I stop the execution of a date-trigger automation?

what-happens-if-i-delete-a-custom-field

What happens if I delete a custom field?

what-happens-if-i-delete-a-custom-date-field-configured-in-a-date-trigger-automation

What happens if I delete a custom date field configured in a date-trigger automation?

what-s-the-difference-between-event-and-date-triggers

What’s the difference between event and date triggers?

why-is-my-date-triggered-automation-not-working-as-expected

Why is my date-triggered automation not working as expected?

Connect Pipedrive Automations with third-party apps using webhooks.

<div class="support-note success primary">Note: <a href="https://support.pipedrive.com/article/workflow-automation" target="_blank" rel="noreferrer noopener">Automations</a> and webhooks in automations are only available on Advanced and higher plans. Regular <a href="https://support.pipedrive.com/article/webhooks" target="_blank" rel="noreferrer noopener">webhooks</a> are available in all plans.</div>
The webhook action in <a href="https://support.pipedrive.com/article/workflow-automation" target="_blank" rel="noreferrer noopener">Automations</a> allows you to connect Pipedrive with external tools and apps by sending information to specific endpoints. This feature enhances your sales processes by allowing conditional event-triggered information linking between Pipedrive and the tool of your preference. 
Unlike <a href="https://support.pipedrive.com/article/webhooks" target="_blank" rel="noreferrer noopener">traditional webhooks</a>, this approach offers greater flexibility and precision, allowing you to define detailed conditions and events for triggering webhook requests – a capability not available in standard webhook setups. 
<hr>
<h2>Create a webhook<a name="create-a-webhook"></a></h2>
<div class="support-note success primary">Note: This action is only available to global admin users. </div>
Before you start adding webhook actions to your automations, you first need to add webhooks to your Pipedrive account.
Go to the <a href="https://app.pipedrive.net/settings/webhooks/create" target="_blank" rel="noreferrer noopener">Webhooks</a> page. Then, click on “+ Webhooks” &gt; Automation webhook.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/59.png" alt=""></figure>
<div class="support-note warning">Note: Existing webhooks can’t be re-used for automations.</div>
Add a name to your webhook. We recommend being very specific and clear, as you’ll have to choose the webhook by the name while building an automation.
Then, add the endpoint URL and provide authentication credentials if required.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/60.png" alt=""></figure>
<div class="support-note success primary">Note: Automation supports the use of base domains and more specific domain endpoints, also known as paths. To prevent the creation of incorrect URLs, the endpoint URL must conclude with a “/”, “&amp;”, “?” or “=” character. When constructing an automation and employing the webhooks action, you can select the paths option to specify these endpoints.</div>
<hr>
<h2 style="text-align: justify">Add a webhook to automations <a name="add-a-webhook-to-automations"></a></h2>
<div style="text-align: justify" class="support-note success primary">Note: If webhooks are not pre-built, you won’t be able to add the webhook action.</div>
Once you’ve added the webhooks, you can head to automations and start building an automation with a webhook action.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/64.png" alt=""></figure>
You’ll see the following fields to fill in in the webhook action, being “Webhook”, “Method” and “Body” mandatory. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-02%20at%2017.08.08.png" alt=""></figure>
First, select the webhook you created from the webhook field.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-02%20at%2017.11.57.png" alt=""></figure>
Then, choose the method you want to use (<code>POST</code>, <code>PUT</code> or <code>DELETE</code>). 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-02%20at%2015.28.10.png" alt=""></figure>
<table><tbody><tr><td><div style="text-align: center"><code>POST</code></div></td><td><div style="text-align: center">Create resources</div></td></tr><tr><td><div style="text-align: center"><code>PUT</code></div></td><td><div style="text-align: center">Replace a resource with another one</div></td></tr><tr><td><div style="text-align: center"><code>DELETE</code></div></td><td><div style="text-align: center">Delete a resource</div></td></tr></tbody></table>
In the webhook body, you can choose to set it up by “Key-value” or “Raw”. 
The key-value builder allows you to build the request body of the action and add more entries if needed. Here, you can select Pipedrive fields by clicking on the field button to open the dropdown.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-02%20at%2017.33.20.png" alt=""></figure>
The raw builder allows you to build your own JSON-valid body in case you want more control over the payload. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-02%20at%2017.53.22.png" alt=""></figure>
Finally, add the webhook path. The path will be added to the base domain defined in the webhook.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-02%20at%2017.51.33.png" alt=""></figure>
<hr>
<h2 style="text-align: justify">Execution history<a name="execution-history"></a></h2>
You can have visibility over your webhook performance within the execution history. Here you’ll see the final body and path for the webhook request.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/image-20240327-104613.png" alt=""></figure>
If, for any reason, the webhook is not working anymore or is missing authentication or permissions, the automation execution will fail.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/image-20240327-10494.png" alt=""></figure>
<div class="support-note warning">Note: Webhook execution will work according to existing automation execution limits. If they’re reached, the execution of webhook requests will be paused.</div>
<hr>
<h2>Permissions and executions<a name="permissions-and-executions"></a></h2>
Automated webhooks can be triggered by all users, regardless of their visibility permissions or admin status/permission.

Automations: webhook requests

create-a-webhook

Create a webhook

add-a-webhook-to-automations

Add a webhook to automations

permissions-and-executions

Permissions and executions

Boost customer engagement and minimize errors with automated emails.

<div class="support-note success primary">Note: <a href="https://support.pipedrive.com/article/workflow-automation" target="_blank" rel="noreferrer noopener">Automations</a> and <a href="https://support.pipedrive.com/article/email-sync" target="_blank" rel="noreferrer noopener">email sync</a> features are only available on Advanced and higher plans. Email sync must be enabled to send automated emails. </div>
Sales processes often involve repetitive tasks such as sending notifications to team members or communicating with leads. Automating email follow-ups can enhance efficiency, boost customer engagement and minimize errors.
First, you must create an <a href="https://support.pipedrive.com/article/workflow-automation" target="_blank" rel="noreferrer noopener">automation</a> and select a trigger event based on the scenarios in which you want to prompt email dispatch. It’s essential to apply precise conditions for more specific situations where emails should be sent.
Once the trigger is defined, select the email actions: you can opt for either <code>Send email</code> or <code>Send email using template</code> to execute the communication.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-04%20at%2017.35.51.png" alt=""></figure>
<hr>
<h2>Send email<a name="send-email"></a></h2>
When using the <code>Send email</code> action, you must select the desired fields and settings.
<ul><li>Choosing the audience is one of the most important steps and selecting the email recipients is crucial. You can do this from the “To” field, deciding whether to send the email to customers, internal teams, partners, etc.</li><li>For the email subject, you can manually input text or use a field placeholder to automatically insert relevant information, such as a deal title, based on the automation trigger.</li><li>If you have multiple email inboxes synchronized in Pipedrive, you can choose the sending email address from the “From“ field.</li><li>The CC and Bcc fields allow you to specify recipients for carbon copies and blind carbon copies of the email, respectively.</li><li>You can also add an <a href="https://support.pipedrive.com/article/email-signature" target="_blank" rel="noreferrer noopener">email signature</a> (if previously set up in the email sync settings) and enable email open tracking. </li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-04%20at%2017.37.58.png" alt=""></figure>
Then, you must manually draft the email content and save the changes.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-04%20at%2017.50.24.png" alt=""></figure>
<hr>
<h2>Send email using a template<a name="send-email-using-a-template"></a></h2>
<div dir="ltr" class="support-note success primary">Note: <a href="https://support.pipedrive.com/article/email-templates" target="_blank" rel="noreferrer noopener">Email templates</a> must be configured inside the Sales Inbox before setting up the automation to send emails with templates.</div>
The <code>Send email using template</code> action closely mirrors the <code>Send email</code> action but offers additional options for email template setup.
When setting up a template, you can add fields for leads, deals, projects, and organizations. If the template has fields and you select them, the automation will automatically populate those fields into the email body.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-08%20at%2014.57.15.png" alt=""></figure>
Additionally, if your template includes a link, you can configure link tracking at this stage.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-08%20at%2014.56.20.png" alt=""></figure>
<hr>
<h2>Advanced email automations<a name="advanced-email-automations"></a></h2>
You can use the <a href="https://support.pipedrive.com/article/workflow-automations-delay-feature" target="_blank" rel="noreferrer noopener">Delay</a> and <a href="https://support.pipedrive.com/article/automation-wait-for-condition" target="_blank" rel="noreferrer noopener">Wait for condition</a> steps to create more complex automations. This allows emails to be sent later – instead of immediately – after a trigger or event occurs.
<h3>Delay step<a name="delay-step"></a></h3>
To send follow-up messages or multiple reminders to team members or prospects through automations, utilize the <a href="https://support.pipedrive.com/article/workflow-automations-delay-feature" target="_blank" rel="noreferrer noopener">Delay step</a>.
Determine the time interval in days or hours before configuring the subsequent email action. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-09%20at%2017.10.05.png" alt=""></figure>
<h3>Wait for condition step<a name="wait-for-condition-step"></a></h3>
Use the <a href="https://support.pipedrive.com/article/automation-wait-for-condition" target="_blank" rel="noreferrer noopener">Wait for condition</a> option to execute the step after a specified trigger or action occurs.
A practical application of this step is to send another email once your customers interact with the first email you sent. You can configure it to trigger if the email receives a reply or a link within it is clicked. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-09%20at%2018.30.45.png" alt=""></figure>
Then, specify the duration (time limit) for the automation to wait for the event. A prolonged wait period may not be beneficial, as a personal approach might be necessary.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-09%20at%2018.34.07.png" alt=""></figure>
<hr>
<h2>Post-email delivery<a name="post-email-delivery"></a></h2>
To keep a record of the information sent via email, you can add a note or create an activity related to the automated email.
For instance, if a recipient receives significant information via an automated email, such as a link to a special-priced offer, you may want to note this for the contact person associated with the deal.
To do this, select a note action for the contact person who has already received your emails, highlighting the importance of the event in the note.
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-11%20at%2010.27.46.png" alt=""></figure>
To create an activity, such as setting up a task or call after receiving an email reply, add an activity action following the <code>Wait for condition</code> step you established for email replies. 
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202024-04-11%20at%2010.21.15.png" alt=""></figure>
You can specify the activity’s name, type and creation timing.
<div class="support-note success primary">Note: If you’re having trouble sending emails, visit our <a href="https://support.pipedrive.com/article/troubleshooting-email-sync-feature" target="_blank" rel="noreferrer noopener">troubleshooting guide</a> or contact our support team <a href="https://support.pipedrive.com/en/contact-us" target="_blank" rel="noreferrer noopener">here</a>.</div>

Knowledge Base

Features

Automatic assignment

Automations

Merge duplicates

Project management

Caller

Scheduler

Smart Docs

Smart Contact Data

Products

Got any questions?