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Setting up the Pipedrive integration
Setting up the Pipedrive integration

The Pipedrive integration lets you sync your companies, contacts, deals and notes present on Pipedrive with Planhat.

Christian Dreyer avatar
Written by Christian Dreyer
Updated over 9 months 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

    • Initial 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 customer CRM data into Planhat quickly and easily. Data is automatically fetched as soon as your Deal is marked as won in Pipedrive. Your post-sales team is then immediately able to manage your paying customers in Planhat. Some data can also be synced back to Pipedrive if desired.

In Planhat, your CRM data is combined with other data types, such as conversation data (emails and tickets etc.) and product usage data, so your CSMs have a complete 360° view of your customers.

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. 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 automatic sync 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").

For a won 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 an initial manual "Fetch All" in the integration to sync in historical data.

Typically 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 "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

Here are some bonus facts about the Pipedrive integration:

  • 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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