How to update data on a deal without creating a new deal

ajlintunen
ajlintunen Member Posts: 2 VERIFIED MEMBER
edited January 23 in Apps and Integrations #1

Hi, I have multiple users with their own pipelines and hundreds of deals per user, in different stages. We track these deals in excel and I would like to build an automation which is triggered when I import data from excel to pipedrive. For example, I have Company A in my pipeline as a deal and its value is say 10 000 at the moment. In a months time the value has changed to 9 000 and I'd like pipedrive to automatically send an email to the client company notifying them of the change.

The problem I'm facing when testing is that my excel has a pivot table with a list of companies in column A and the current value of that company's deal in Column B. When I import the data to pipedrive, connecting company name to "organization name" and connecting current value to the "value of the deal", pipedrive creates a new deal instead of just updating an existing deal's value.

How could I tackle this problem? Do I need to change my data source somehow?

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Answers

  • andres
    andres Member Posts: 40 VERIFIED MEMBER
    Third Anniversary 10 Comments First Answer 5 Likes
    #2
    image.png

    According to Pipedrive docs, it's sounds that it will merge only contact or org data, not deals. So yes, it would create a new deal everytime.

    I'm happy to reviewing the process with you on a Zoom call, if you are open to it. If yes, book a time with me here https://connex.digital/book/pipedrive

  • LukasC
    LukasC Member Posts: 9 VERIFIED MEMBER
    First Anniversary First Comment Photogenic
    #3

    From what I have tested in different scenarios, the only 100% reliable way how to make sure you are not creating new entities and possible duplicates is to get the Pipedrive ID fields (Org, Person, Deal based on what you import) into the dataset you are importing. If you rely on anything else (e.g. VAT ID number of a company which is also unique), it does not work in 100% cases. 🤷‍♂️

  • Cloudify
    Cloudify Member Posts: 8 VERIFIED MEMBER
    Name Dropper First Comment
    edited April 2 #4

    To prevent Pipedrive from creating new deals instead of updating existing ones, follow these steps:

    1. Ensure your Excel file includes a unique deal identifier (e.g., Pipedrive Deal ID) rather than relying solely on company names.
    2. Before importing, export your current Pipedrive deals to Excel, including Deal IDs, and use VLOOKUP to match existing deals.
    3. Map the Deal ID during import so Pipedrive recognizes and updates existing deals instead of creating new ones.
    4. Use Pipedrive’s native import tool with "Merge duplicates" enabled or a third-party integration like Zapier to update records.
    5. Automate deal updates using Pipedrive’s API by setting up a workflow that checks for value changes and triggers emails.
    6. If using pivot tables, flatten your data before import by removing summaries and keeping raw deal-level details.
    7. Consider using a CRM integration tool (e.g., Make or Zapier) to automate the import and update process efficiently.
    8. Set up Pipedrive automation to trigger email notifications when a deal's value changes.

    If you are looking to integrate pipedrive with accounting,payment & other systems, then Cloudify will help integrate with pipedrive

    https://cloudify.biz/pipedrive-integration

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