Overview

Pipedrive’s automation and workflow features allow you to streamline repetitive tasks, increase consistency, and improve team efficiency. From follow-up emails to moving deals automatically between stages, automations reduce manual effort and help ensure nothing falls through the cracks.

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✅ What Can You Automate in Pipedrive?

You can automate a wide variety of actions, including:

• Sending personalized emails
• Creating activities (e.g., calls, meetings)
• Moving deals to the next stage
• Updating fields or statuses
• Notifying team members
• Creating tasks when conditions are met

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🔧 Setting Up Automations

Step 1: Access Workflow Automation

1. Log into your Pipedrive account.
2. Go to the left-hand menu and select “Automation” (gear icon or via Tools > Workflow Automation).

Step 2: Create a New Workflow

1. Click “+ New workflow.”
2. Choose to start from scratch or use a template.
3. Name your workflow clearly (e.g., “New Lead Follow-Up”).

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🔁 Define the Trigger

Triggers are the events that start the workflow. Some common triggers include:

• A deal is created
• A deal enters a specific stage
• A person is added
• A field is updated
• An activity is marked as done

🔔 Example: “When a deal is moved to ‘Proposal Sent’…”

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⚡ Add Actions

Once a trigger is set, define the action(s) you want to happen automatically.

Examples:

• Send an email to the client
• Create a task for your sales rep
• Move the deal to another stage after a time delay
• Update custom fields (e.g., “Lead Status” = “Follow-Up Needed”)

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⏱️ Add Time Delays (Optional)

Use delays between steps to space out actions:

• Wait 1 day before sending a follow-up
• Delay task creation until after a meeting

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👥 Assign Automation Ownership

Automations can be created for personal use or made team-wide. Only admins or users with permission can create and manage team-wide workflows.

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📊 Monitor and Manage Workflows

• Navigate to Automation > My workflows to see all active workflows.
• Turn automations on/off as needed.
• Edit or duplicate existing workflows for variations.

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🔐 Permissions and Visibility

• Only users with proper permissions can view or edit shared automations.
• Team-level automations can help ensure consistency across processes.

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🔄 Example Workflow Use Cases

Scenario	Trigger	Action
New lead follow-up	Person created	Send welcome email + create call activity
Deal moved to “Won”	Deal stage changed	Notify finance + create onboarding task
No activity in 7 days	Deal updated	Send follow-up reminder email
Proposal sent	Deal moved to “Proposal Sent”	Create reminder task for 2-day follow-up

🧠 Best Practices

• Start simple: Build basic workflows before adding complexity.
• Use naming conventions: E.g., “Auto: New Deal Welcome Email.”
• Test before activating: Use test contacts and deals to confirm behavior.
• Review regularly: Deactivate outdated or redundant workflows.