Managing a sales team efficiently is essential to closing more deals, and the Pipedrive CRM makes this easy by automating key tasks. With Pipedrive, you can reduce manual work and ensure that your team focuses on what matters most—following up with leads and closing deals.
One of Pipedrive's standout features is its workflow automation widget, which allows you to automatically create tasks - like follow-up activities - as a deal moves through your sales pipeline. This keeps everything organized within the platform, saving your team time and minimizing the chance of missing important actions.
In this post, we’ll walk you through how to use Pipedrive's workflow automation to set up the automatic creation of Activities which will help you and your sales team stay on track.
The Pipedrive CRM offers a built-in workflow automation feature that allows you to automate repetitive tasks such as creating follow-up activities after a Deal has been untouched for a certain period of time or when a deal reaches a certain stage in your Pipedrive pipeline. This solution keeps all to-dos within Pipedrive, making it easy for your team to stay organized and efficient.
To get started, log in to Pipedrive, navigate to "Automations" on your lefthand sidebar, and create a new workflow. You can either start from scratch or use one of Pipedrive's pre-built templates. For our example, we’ll create a custom Automation for automatically create a follow up activity.
1. Click the three dots (more options icon) in the left-hand menu
2. Click "Automations"
3. Click to "+ Automation" button to create a new Automation
The next step is to choose the trigger for your automation. Select "Event trigger" followed by "Deal" and then "Updated" and then click the "Apply trigger" button. This will then automatically pull up a second automation step and you'll add the Instant condition that your "Deal Stage" "has changed to" _________. You'll fill in this blank with the Deal stage change that you'd like to trigger the creation of this activity.
4. Select "Event Trigger" followed by "Deal"
5. Select Deal "Updated"
6. Click "Apply trigger"
7. Click "Select option" and select "Deal Stage" (Pro tip: If you start typing "Deal St..." you won't need to scroll to find this option)
8. Click "Select" and choose "has changed to"
9. Then, select the Stage in your pipeline that you'd like to trigger this automation
10. Finally, click "Apply conditions"
Once the trigger and condition steps are set, you'll then want to add the action step "Create Activity." Within that step you can specify important details like the Activity type (e.g., call, meeting, email), Activity due date, and the Assigned to User (who should be assigned to complete the task). You can assign the activity to the deal owner or a specific Pipedrive user.
11. Click the green + button to add a step. Then click "Action" to add an Action step.
12. Click "Activity"
13. Click "Create activity"
14. Click "Next"
15. From the Action - Create activity window, select the fields you'd like to populate for the activity, then click "Next" (Recommended Fields: Assigned to, Linked deal, Linked organization, Linked people, and Note)
16. On the next page, fill in the details you'd like populated in your selected fields. For "Assigned to" you can select a static Pipedrive User under OR you can select "Step Options" and have the activity assigned dynamically, for example, to the Deal Owner from step 1. For Linked deal, organization, and people, most often you want to select Deal, Deal organization, and Deal contact person. This will link the activity to the Deal, Person, and Organization that triggered the automation.
14. Once all of your selected fields have been populated, click "Apply action"
After configuring the action you'll need to confirm how it's triggered, name the automation, and activate it.
15. By default the automation will be set to Trigger by selected users which means it will only be Triggered if YOU update the Deal Stage to your selected stage. Most often you want your automations triggered by any user. To change this, click Triggered by selected users and update it to Triggered by any user.
16. Click the pencil icon next to the Automation Title and add a descriptive name to your automation
17. Then click"Save"
18. Finally click the toggle button next to "Active" to turn your automation on. When the toggle button is green, your automation is on!
And that's it! Your automation is now ready for action!
Using Pipedrive's workflow automation feature will create loads of efficiencies for your sales team. As explained here, Pipedrive's workflow automation can automatically create Activities for your sales team. But that's just the beginning. Using this feature you can also automatically send follow up emails internally and externally, automatically update Pipedrive Contacts or Deals, and even create automatic actions in external tools like Asana, Trello or Slack. This allows you to keep your sales team working centrally in the Pipedrive CRM, while also ensuring that follow ups aren't missed and the opportunity is ready to hand off to another team when the time comes.
With Pipedrive's workflow automation, you can ensure that important follow-up tasks never slip through the cracks. This is especially useful for small businesses looking to scale their sales operations without adding more administrative work. The feature is flexible, allowing you to customize workflows based on the specific needs of your Pipedrive CRM pipeline and sales process.
If you’re looking for more advanced automations that involves connecting Pipedrive to other tools such as Quickbooks or PandaDoc. Check out "How to Integrate Pipedrive and Zapier" and Integrating Pipedrive with Pandadoc for more ways to integrate Pipedrive!
