This automation applies to Pipedrive but a similar effect can be achieved with other CRMs.
Use case
Outfunnel can create activities from marketing engagement (email engagement, form submissions, meetings scheduled, website activity). Once an activity is created in the CRM it's possible to set up a Pipedrive workflow automation to automatically create a lead or deal.
Solution (5 min)
💡 For this flow you'd have to enable engagement recording as activities (instead of notes).
Head to Pipedrive automations and set up a new automation with the following parameters:
Triggered by
We recommend choosing any user as that way the automation will run regardless of who updates the lead score field.
1. Trigger
This is what starts the automation and, in this case, it's "Activity created" as the engagement is recorded as an activity.
2. Instant condition
We'd only want it to trigger when certain conditions are met:
Activity type is - then choose the appropriate activity type. Outfunnel creates unique activity types in Pipedrive if the account connected to Outfunnel is a Pipedrive Admin. Some examples: Form Submitted, Newsletter Clicked, etc.
Optional: Activity subject contains - if you'd only like it to trigger based on certain form/campaign then type in the name of the form or the name of the campaign as they appear in the activity that Outfunnel creates in the CRM.
Optional: Activity deal is empty - this ensures that if a deal already exists for the respective person and the activity is linked to that deal then a duplicate deal won't get triggered.
3. Choose an action - Create a deal
In this example, the automation creates a deal for the sales rep but you can also have it send a Slack update, send an email, create a new activity, update the person field, or anything else that makes sense for your workflow.
When creating a deal we suggest mapping the following fields at a minimum but you can add as many custom fields as you'd like:
Title - Assign the deal title. You can also use activity fields in the deal title - for example:
Website Form Submission - 1 Activity contact person email. With this setup, all your Deal Titles will be different since the "1 Activity contact person email" field will be rendered as the contact's email address.Linked person - select "Activity contact person" so that the deal would be linked to the correct contact.
Linked organization - select "Activity organization" so that the deal would be linked to the correct organization.
Pipeline stage - choose the Pipeline and Stage where you want to add the deal
Owner - choose a specific person or go to "Step Options" and choose the "Activity assigned user" to assign the activity owner as the deal owner
Status - You'll probably want to set it to "Open" so it's visible in the pipeline
4. Choose an action - Update activity fields
This step edits the original activity so it would be linked with the freshly created deal.
Activity - activity
Linked deal - activity deal. This will link the deal that was created earlier.
Activating and testing
Lastly, simply activate the automation. To test if it works as expected, simply make sure to have Outfunnel create a new activity in Pipedrive based on what you chose for the trigger.
Here's an example of what the automation can look like:
