How to Automate Tasks and Emails in Pipedrive

? Overview

Pipedrive offers powerful automation tools to streamline your sales process. Whether you’re assigning follow-up activities, sending emails after a deal is moved, or notifying your team of key changes — Pipedrive’s Workflow Automation helps eliminate repetitive tasks so you can focus on closing deals.

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?️ What You Need

• A Pipedrive account (Advanced plan or higher for email automations)
• Admin or Manager permissions to create and manage automations
• A defined sales process or routine you’d like to automate

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✅ Common Use Cases

• Automatically send a welcome or follow-up email when a deal is added
• Create a task when a deal moves to a certain stage
• Notify a team member when a deal is marked “Won” or “Lost”
• Auto-assign deals or activities based on specific criteria

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? How to Set Up Workflow Automation

Step 1: Access Workflow Automation

1. Log into Pipedrive
2. Go to Tools & Apps in the top menu
3. Click on Workflow Automations

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Step 2: Create a New Workflow

1. Click + New Workflow
2. Choose a template (e.g., “Send an email when a deal is moved”) or select Start from Scratch

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Step 3: Define Your Trigger

Choose the event that will start the automation, such as:

• Deal is created
• Deal stage is changed
• Activity is completed
• Contact is added

Example: “When a deal is moved to ‘Follow-up’ stage…”

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Step 4: Add Conditions (Optional)

Conditions allow you to filter when the action happens:

• Only trigger if the deal value is over $1,000
• Only send if the contact has an email address

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Step 5: Choose the Action

Pick one or more actions:

• Send an automated email
• Create a task/activity
• Update a field
• Notify a user/team

Example:
Trigger: Deal moves to “Proposal Sent”
Action 1: Send follow-up email
Action 2: Create a task for sales rep to follow up in 3 days

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Step 6: Customize the Email or Task

• Emails: Use templates with personalization (e.g., contact name, deal title)
• Tasks: Define subject, due date (e.g., +3 days), and assign to a user

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Step 7: Save & Activate

• Click Save and Turn On
• Test your automation with a sample deal to confirm it works correctly

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? Tips for Success

• Name your workflows clearly, e.g., “Auto Email – Follow-up After Demo”
• Combine triggers and conditions for precision
• Use email templates for faster automation setup
• Track performance: Review logs under Automation to monitor activity

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? Bonus: Use Integrations

For more advanced automations, connect Pipedrive with:

• Zapier
• Make (Integromat)
• Slack, Trello, Google Sheets, etc.

Example: “When a deal is marked Won in Pipedrive → Create an onboarding task in Asana → Send client welcome email via Gmail”