Is there a way to share Automation built by Admin Users to Regular Users?

Wes Sudsbury
Wes Sudsbury Posts: 2

Hello, we have been using pipedrive with a small internal sales team at my company for about a year now.  We've recently added many of our external sales reps to our account.  Most of the external sales team's process/workflow is the same but the triggered tasks are assigned to different people than the internal sales teams tasks.  

I was hoping to duplicate automation for specific tasks and change whom the triggered activities were assigned to, then have the external sales team turn off the main automation created, then turn on their specific automation.  I don't see where this is possible - they are set up as regular users, not admin users - so they may create automation but it doesn't look like they can see the automation's built buy others in order to turn these on or off.  

I don't see where I can change this in their visibility settings.  If there is no way to do this, I will have to change all of the automation built and have each user individually set their own automation up manually.  Has anyone else encountered this challenge in their business?  How did you work around it?

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  • Inês Batata
    Inês Batata Admin Posts: 3,155 COMMUNITY MANAGER
    2500 Comments Second Anniversary 5 Likes First Answer
    edited February 24 #2

    Hi @Wes Sudsbury , thank you for your feedback ad for documenting your use case so clearly!

    Users can duplicate the automations they create, but unfortunately at the moment it's not possible to assign them to other users. 

    Admin users can see and activate/deactivate automations created by others, but can't edit them. Regular users can only see automations they created. Each user can only edit automations created by themselves. 

    So for your use case, I'd recommend one of the following options:

    • Have an Admin create all the necessary automations to assign leads to different users. Make sure that you include the right user as triggerer and/or owner of the task the automation creates. Or;
       
    • Take a screenshot of the general automation you created and send it to the individual users so they can replicate it and only change certain conditions (for example, who the task gets assigned to). Also be mindful of the "Triggered by me only"/"Triggered by any user" option at the left hand corner of the screen.


    I can see how copying an automation and assigning it to another user could be useful, so I've forwarded your suggestion internally for consideration.

    Hope that helps!

     

  • Wes Sudsbury
    Wes Sudsbury Posts: 2
    edited May 2020 #3

    Hi @Wes Sudsbury , thank you for your feedback ad for documenting your use case so clearly!

    Users can duplicate the automations they create, but unfortunately at the moment it's not possible to assign them to other users. 

    Admin users can see and activate/deactivate automations created by others, but can't edit them. Regular users can only see automations they created. Each user can only edit automations created by themselves. 

    So for your use case, I'd recommend one of the following options:

    • Have an Admin create all the necessary automations to assign leads to different users. Make sure that you include the right user as triggerer and/or owner of the task the automation creates. Or;
       
    • Take a screenshot of the general automation you created and send it to the individual users so they can replicate it and only change certain conditions (for example, who the task gets assigned to). Also be mindful of the "Triggered by me only"/"Triggered by any user" option at the left hand corner of the screen.


    I can see how copying an automation and assigning it to another user could be useful, so I've forwarded your suggestion internally for consideration.

    Hope that helps!

     

    Thanks @Inês Batata .  Hmm ok something to think on further.  

    The main problem is where activities get assigned.  EG  Activity 1 is completed, create activity 2 and assign to user x.  User X might be different depending on the deal owner.  Everything else seems to be working fine.  I'll come up with something I'm sure :)

  • Joseph Valenti
    Joseph Valenti Posts: 76
    Second Anniversary 10 Comments Name Dropper Photogenic
    edited September 2020 #4

    Hi Wes,

    When next we speak, I can explain that Pipedrive has a philosophy (correct, I think) that dictates that email in particular can be generated only by a person who explicitly intended to send it. This has implications. Among those implications is that an Admin cannot create automations for others that could-possibly result in email. Other implications, and other similar philosophies, result in the framework that @Inês Batata describes.

    I would be happy to replicate the desired automations in your users' accounts for you. Let me know.

    We can also chat about what we've done with Integromat and Zapier to make certain other behaviours possible.

  • Julia Wester_34171
    edited March 2021 #5

    Can you set up that a specific email goes out by the owner of the deal? I think all subscriptions have a limited number of workflow automations you can set up so the inability to do general automations will be limiting.