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Setting up the Pipedrive integration

The Pipedrive integration lets you sync your Organizations, Contacts, Deals and Notes with Planhat

Christian Dreyer avatar
Written by Christian Dreyer
Updated over 2 weeks ago

Summary

  • Data you can sync

    • Key models/objects - CRM data (including revenue data)

    • Custom field mapping available for Organization, People Contact and Deal

  • Sync direction

    • Managed at object and field level

    • Choose between

      • Bidirectional (available for Company/Organization only)

      • Send to Pipedrive (available for Company/Organization only)

      • Receive from Pipedrive

      • None (i.e. don't sync)

  • Sync frequency

    • Automatic sync: near instant

    • Manual "Fetch All" in the integration to sync in historical data

    • You can also initiate manual syncing for individual Companies

  • Data mapping

    • See table below

Who is this article for?

  • All Planhat users

  • It's particularly relevant to those setting up the Pipedrive integration

Series

Pipedrive integration:

Article contents

Introduction

Planhat's Pipedrive integration enables you to sync your CRM data into Planhat quickly and easily.

There are two options when syncing from Pipedrive using the integration:

  • If you are using Planhat as a Customer Success Platform (CSP), you can just sync data (e.g. Organizations) associated with a "won" Deal in Pipedrive. Your post-sales team can then manage your paying customers in Planhat

  • Alternatively, if you will be using Planhat as your CRM, replacing Pipedrive, you can set the integration to sync in data (e.g. Organizations) regardless of the Deal stage, so you can migrate the data from your legacy CRM provider to Planhat

Some data can also be synced back to Pipedrive if desired.

Once in Planhat, your CRM data is combined with other data types, such as conversation data (emails and tickets etc.) and product usage data, so you have a complete 360° view of your customers/prospects. You can create custom dashboards to visualise your choice of data for the greatest insights. Planhat enables automatic data-driven actions for maximum efficiency and impact - e.g. you can automatically assign a Workflow to new customers, or customers where opportunities or risks are identified, so relevant tasks and emails are scheduled for you.

Data mapping

Planhat model

Sync direction

Pipedrive object

Company

Can be bidirectional

Organization

End User

From Pipedrive to Planhat

People Contact

Note

From Pipedrive to Planhat

Note

License and Sale

From Pipedrive to Planhat

Deal

How does the sync work?

Automatic sync

The sync can work in two slightly different ways, depending on whether you toggle the "Fetch all companies and deals", in the "Organizations" section, on or not.

The default automatic sync (with the toggle switch off) from Pipedrive to Planhat is triggered when an eligible* Deal is marked as "won", or a won Deal is updated. This prompts the data to sync into Planhat from that Deal and the associated Organization/Contacts/Notes (assuming their sync direction is set in the integration to "Receive from Pipedrive" or "Both directions"). We recommend this setup if you are using Planhat as a Customer Success Platform (CSP), as in this case you only want the data of paying customers to be synced into Planhat.

Alternatively, if you have the toggle switch enabled, the sync doesn't look at the Deal stage in Pipedrive, and instead the automatic sync is triggered when an eligible* Deal is created or updated. Again, the associated Organization/Contacts/Notes are also synced (assuming their sync direction is set in the integration to "Receive from Pipedrive" or "Both directions"). We recommend this setup if you will be using Planhat as your CRM going forward, as you'll want to sync data from all prospects and customers into Planhat. See also the information on manually syncing via "Fetch All" below. Note that even with the "Fetch all companies and deals" toggle on, only Organizations associated with Deals are fetched from Pipedrive, not Organizations without any Deal.

*For a Deal and its associated Organization etc. to be synced:

  • The Deal needs to be in a valid pipeline. In the integration settings, you can select specific pipelines, or if you don't select any, then all pipelines will be included

  • The Deal must be associated with an Organization in Pipedrive (i.e. the Deal can't sync in by itself)

  • The Deal must have a valid start date

Manual sync

There is a "Fetch All" in the integration that's perfect for initially syncing in historical data - and this may be all you need if you are migrating data from Pipedrive to Planhat as your CRM. The behaviour of this manual sync respects whether the aforementioned "Fetch all companies and deals" toggle switch is off (in which case, it only syncs in data associated with a won Deal) or on (where the Deal stage in Pipedrive does not matter).

If you will be using Planhat as a CSP, so there will be an ongoing sync from Pipedrive, you will subsequently simply rely on the automatic sync, but sometimes you may want to trigger a targeted manual sync. If you have made changes in Pipedrive to an Organization, People Contact or Note, but not to the associated Deal, so the automatic sync will not have been triggered, you can manually sync via the relevant Company Profile(s) in Planhat. Simply click on the icon of three vertical dots in the top right, and select "Sync with Pipedrive".

Setting up the integration

To set up Planhat's Pipedrive integration, follow these steps:

  1. Navigate to the Operations Module on the left bar, ensure the "INTEGRATE" tab is selected​, and click on the Pipedrive integration

  2. You will see a toggle switch at the top of the page which will be set to "NO"; click on the toggle and it will turn blue and show "YES", and display the "Authentication" section (shown in the screenshot below)

  3. Enter your Pipedrive company URL, with "/v1" at the end

    1. You can copy the URL from your browser while you are on any Pipedrive page. The URL will look something like this: https://[yourcompanydomain].pipedrive.com - see example image below

    2. Please add the string /v1 at the end of the copied URL. The complete URL will then be: https://[yourcompanydomain].pipedrive.com/v1

  4. Enter your API token from Pipedrive. To get this:

    1. Go to "Settings"

    2. Click on "Personal preferences"

    3. Copy the API token. (Generate a new token if you do not have one yet)

  5. Click the blue "Save Authorization" button in Planhat. Assuming your inputs were correct, you should now see the integration settings page, listing Pipedrive objects (Organizations etc.)

  6. Configure the settings for each of the Pipedrive objects. Here are some key elements:

    • Select the sync direction per object

      • For most objects, the options are either "Receive from Pipedrive" (i.e. sync to Planhat), or "None" (i.e. don't sync)

      • For Organization (mapped to the Company model in Planhat), you can additionally choose from "Both directions" and "Send to Pipedrive"

    • For Organization, Contact and Deal, there is a "Custom Match" section, which enables you to configure field mapping

      • Some key fields are included in the sync as default (e.g. first name and last name are included in the sync between Contacts and End Users). You can set up custom field mapping if you want to make changes e.g. sync additional fields

      • Select which fields in Planhat (shown on the left) you want to map to which fields in Pipedrive (shown on the right)

      • When selecting Planhat fields, "Attribute" refers to system fields, and "Custom" refers to custom fields you've created in Planhat

      • Choose the direction of sync for the field. (Typically this will be the same as its parent object, but, for example, you may wish to sync Organization/Company bidirectionally but then have an Organization field only sync to Planhat)

    • In the "Organizations" section, use the "Fetch all companies and deals" toggle switch (as previously discussed) to choose between:

      • ... leaving the sync as default, i.e. only fetching Organizations associated with won Deals (recommended if you are using Planhat as a CSP)

      • ... or switching on the toggle to fetch Organizations associated with Deals of any stage (recommended if you are using Planhat as a CRM)

    • In the "Deals" section, you will see your pipelines listed. Use the checkboxes to select which pipeline(s) should be included in the sync

      • Remember, you saw earlier in this article that this is an important setting, as only Deals/Organizations from selected pipelines will be included, unless no pipelines are selected, in which case all Deals will be included

  7. Once you have finished configuring all the integration settings, click "Save Settings", and then "Fetch All"

Further information

  • The sync operates via a webhook in Pipedrive, which is created by the integration in your Pipedrive account

  • If you set up the integration with a particular pipeline, sync in Deals/Licences etc. from it, and then later deselect it, the previously synced associated Deals/Licenses won't be deleted from Planhat, but they will no longer be updated

  • The Deal object is by default mapped to the License model in Planhat, which is for recurring revenue, but you can also configure the integration to sync certain Deals to the Sale model in Planhat, which represents non-recurring revenue. There are instructions for this in the left-hand panel of the integration

  • The integration ignores "empty" fields, but it will sync "null" values. "Empty" fields are fields where no value has been defined, whereas "null" fields are intentionally defined values

Further reading

If you'd like some troubleshooting help with setting up or using the Pipedrive integration, check out this article.

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