Ready to dive into the power of Pipedrive as a CRM? Discover how to set up automation to streamline your workflow and save time. Whether you're new to Pipedrive or looking to enhance your automation game, this tutorial has got you covered. Scott Friesen will show you how to create custom automation or utilize templates for various tasks, like dealing with hot leads and sending welcome emails.
Pipedrive continues to be one of my favorite CRMs because it's so simple and easy to get started. I also really appreciate its simple navigation and how quickly and easy it is to find exactly what you're looking for, but Pipedrive also makes it very simple for us to set up automations. So in this video, I'm going to show you how to get started. So here within your Pipedrive account, to find the automations menu, we're going to come over here to the left-hand side, click on more, and then select automations. And I'll admit at first glance, this screen may seem a little intimidating, but actually it's full of helpful suggestions. Here we're going to see a number of featured templates, including a number of template collections here at the bottom, but you may want to begin by browsing the different categories at the top of the screen. Everything from emails, campaigns, and deal actions. But you can also look for automations that include some of your favorite software, including Teams, Asana and Trello. Now for our first example, I'm going to use a template because it can help us to create an automation in just a few minutes. I'm going to come down here and select this, Add New Deals template. Every time a new person is added, create a deal. I want to try and remove the number of manual things that I need to do when someone is added and try to automate those things so I can focus on my most important work. So I'm going to select this Add New Deal, and at first, it's going to give me a prompt asking me a couple of questions. Now, not all of them are going to be required. So for example here, the trigger condition is optional. I could choose if it's going to be a certain type of customer in which I want to create a deal, or I could just say any customer comes in and I want a deal created. But in this case, I want to create something just for a hot lead, a customer, which I have identified as a hot lead. So I'm going to select that option here. And then under create deal, I get to choose a title. Now, in my example, it's going to make the most sense if I give it the name of that individual. So I'm going to come down here and select person name, and then I need to tell it where do I want this deal to be created. And I'm going to select contact made. At this point, I'm going to hit save. And now, my automation is almost complete. Here, I am brought to a workflow view so I can see the different steps, the different stages that are going to be taken. Now I can click on any of these areas. So for example, if I want to change it from a hot lead, all I need to do is select edit, and I can change that condition here, but I'm happy with it the way it is. So I'm going to come up to the top and select Save. Now in order to make sure that everything is working before we initiate this, by default, Pipedrive is going to make it inactive. Here you can see the toggle switch, but I'm going to turn it on and show you exactly how this works. So back within my deal section, you can see that I only have one existing deal under this contact-made area. But let's jump into our contacts and I'm going to add a brand new person. I'm going to give it that specific lead. And then let's see what happens to that area. So here, I'm going to create a sample customer. I'm going to call him Teddy testerson, and I'm going to give him that label of a hot lead. Remember, that is what our automation trigger is looking for new persons With this particular label. I'm going to hit save. And at the bottom of the screen, you can see that he has been added along with the appropriate label. And now when we go back to our deal screen, there he is with the brand New Deal under Contact-Made, not only does this save me a lot of time and manual effort, but now that customer is exactly where I want them to be. But remember, you're not limited to just using the templates which are given here. You can start with your own automation from scratch. At the top of the automation screen, we can select add automation. And here, we are brought directly into the workflow screen. So in this example, I want to create an automation that will send a welcome email when someone has actually become a customer. And then I want to send them a follow-up email with some important instruction a few days later. So let me walk you through how easy it is to create this or any other automation from scratch. First off, you're going to want to come up here and give it a more appropriate title. By default, it's going to give it simply the date that you created this automation. So I'm going to call this an intro email to a new customer. And remember, this is just for my reference. They will not see this as a part of the email. We can always come here and change this and add a helpful description if we'd like to. So my first step is to come over here to the right hand side and select my trigger. I'm going to select person and then person updated. And then at the bottom, I select Apply Trigger. Next, I need to decide what exactly is that change or update that it needs to be looking for. And in this case, I'm going to select that label. On the right hand side, I'm going to say has changed to, and here, I want to say when it has changed to customer. So that is going to be the condition that Pipedrive is looking for. I'm going to say apply those conditions, and that's exactly what has been added here as step number two. But we actually haven't told it what to do, what kind of activity or action to take. All I need to do is select this plus button here, and now, I'm going to select my action. And in this case, I want to send an email. I'm going to come down here to email, and I can either create a new email from scratch or I can use one of my existing templates. I'm going to select the template option, select next. And now I can add all of the default fields that I want. In this case, I'm only going to add one additional one, and that is track email opening. And on the next screen, I have two required selections. First, who am I sending this email to? Well, am I sending it to the owner or their primary email? In many cases, this may be the same email address, but I'm going to select primary email. And then which template do I want to send? In this case, I want to send the intro template. That's going to be the first email that they receive. And I'm going to select the person once again so that we can address them directly. This last option here is optional, but you may remember that I selected that. I wanted to choose if we are tracking those emails. So here, I can choose yes or no. I'm going to select yes and say apply the action. So now when that customer label has changed, it will send this particular email template. But wait, remember I said I wanted to send another email with further instructions a few days later. Well, let's continue with our customized workflow. I'm going to select this plus button here. And at the bottom, I want to select delay because I don't want this second email to be sent at the same time or immediately after. I'm going to select delay and I'm going to choose three days. I want to give them some time to read that welcome email, and then, they will receive further instruction. So here, I'm going to say apply the delay of three days. I'm going to hit that plus button one more time and we're going to come back and select that action. Again, we're going to follow many of the same steps we did before with our email template. I'm going to select next. I'm going to say the primary email and the template this time is the materials after contact. And lastly, just choosing that person once again to address, I'm going to say apply that action, and now, we have our complete automation ready to go. When I'm happy with the layout, I can come up here and hit save. And remember, your last step before making this automation live is to come up here and to hit this toggle. Now, I'm not going to hit this toggle just yet because I want to come back to my automations menu just to show you the difference between the one we just created, which is showing as inactive and the other two automations, including the one that we set up before, which is showing as active. So here, you can quickly and easily edit any of your existing automations or simply disable an automation if you don't want to use it going forward. Thank you so much for watching today's video. And remember, being productive does not need to be difficult. In fact, it's very simple.
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