Web forms & Automation in pipedrive

Hello,

I was talking with Pipedrive support today about how to setup a certain automation in combination with web forms. In short: I have a webform, which creates inbound leads with DEAL, ORGANIZATION and PERSON. However, we work with multiple persons in the team, and I want to autodistribute those inbound requests: 1st request goes to person A, 2nd request goes to person B, 3rd request to C, 4th to A, 5th to B and 6th to C, etc. I understood this isn't possible.

How I envisioned it is in automation update 'owner' in organization, deal and person. 

The supporting lady told me: 

But you're making a very valid suggestion and I would love if you could go onto our community and leave your feedback there: https://community.pipedrive.com/feed/feedback-suggestions

So here I am with the suggestion! 

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  • Mike van der Valk
    Mike van der Valk Posts: 4,376 PIPEDRIVE PRODUCT MANAGER
    2500 Comments 25 Likes Second Anniversary First Answer
    edited February 24 #2

    Thanks @Bastiaan van den Berg I'll share it with the team. @Dan Murphy from RouterJet might have a solution for you already though ;) Dan what do you think?

  • Bastiaan van den Berg
    edited March 2020 #3

    Thanks @Bastiaan van den Berg I'll share it with the team. @Dan Murphy from RouterJet might have a solution for you already though ;) Dan what do you think?

    That would be amazing! Thanks for your quick reply Mike!

  • Mike van der Valk
    Mike van der Valk Posts: 4,376 PIPEDRIVE PRODUCT MANAGER
    2500 Comments 25 Likes Second Anniversary First Answer
    edited March 2020 #4

    Thanks @Bastiaan van den Berg I'll share it with the team. @Dan Murphy from RouterJet might have a solution for you already though ;) Dan what do you think?

    You could also set it up with Zapier by the way @Bastiaan van den Berg in case you're familiar with that tool.

  • Jordan Wagner_74
    Jordan Wagner_74 Posts: 11
    edited February 24 #5

    Hey @Bastiaan van den Berg so I can pretty much say I have explored every option to do this with Pipedrive, I help run a large sales team, we get a lot of inbound leads, and this is  a must. Manually making a round robin won't scale. This is going to be a long post because I want it to be helpful to everyone in the community.

    TL:DR

    • Measure what matters - response time reporting, close rate, etc.
    • Decide if it systematically needs to fit with your sales model or not - do you have territories, an inbound team, SDR's,  need complex routing rules, alert systems, scheduling hours, escalation, etc,
    • This will never get crazy expensive but if you are on a budget, consider bundling it with an automation tool that can perform more functions than just a round robin.
    • You have essentially four options (that I trust)  and depending if you are round-robining a person, organization, or a deal, some may not work. 
    • Those four options are - custom (load balancing script), RouterJet, Autopilot, and Zapier.  Yes, other options exist but depending on the situation these are the 4 I have used for myself or clients and have experienced less technical errors. 

    Feature and Measurement definitions:

    Escalations - Rerouting to another Pipedrive owner if the desired response time has not been met

    Scheduling - Only reassigning leads within given hours, in-office vs. out of office or instant. 

    Routing rules - Primary methods are weighted, team, in order, random (this post is asking about an in order distribution system). Additionally you can decide on custom attributes such as a source or say $ amount on the deal.

    Alerts - Usually an SMS text, slack or email letting your sales team know when they receive a new lead. 

     

    So given the 4 options I presented earlier I like each one for different reasons:

    Zapier - No custom code required, easy to update, and low costs.  You just need a Zapier account that can handle multiple steps, and a storage by Zapier account which is free.  You can perform a round robin on the person, org, and deal using this. 

     

    Costs: $20-25/month + $10 if you are using this system for anything over 750 leads/month

    Pros: Super cheap, works on all Pipedrive levels, no code required, you will use this for other functions. 

    Cons: Your connection with Pipedrive may drop occasionally but this is an easy fix. 

     

    Autopilot - I linked this one because it's my favorite, I partner with them through my agency and this will likely be your most expensive but it has a lot of additional value being a robust marketing automation tool. 

    Costs: Starting at $49/month and scales with the number of contacts you store in the platform. The base package is 2,000 contacts. 

    Pros: You can use it for more than a round robin, think all things email marketing, redirect campaigns, forms, a simple chat bot, identifying site traffic, CRM automation, facebook ad retargeting,  etc. You might be able to cut out 2 -3 other tools you will eventually want to plug into Pipedrive by switching to Autopilot. 

    Cons: Does not work with organizations only persons and deals. Slightly higher costs. 

     

    RouterJet - Great for complex round robin systems at the DEAL level in Pipedrive. It has all the bells and whistles defined above, large sales teams that work primarily with DEAL's in Pipedrive and have a budget particularly for a round-robin function, this is probably your best bet.

     

    Costs: Starting at $28/month for 4 agents) + $7 for each additional 

    Pros: Easiest to set up and optimize. Advance features and tracking. 

    Cons:  This can get expensive for large team to perform a single function, does not work on the organization level. 

     

    Custom Script - You need to know some coding or a willingness to learn a little but if you have a very simple round robin you can host your own system for little to no cost and set up the alerts using a Pipedrive workflow "owner has change" AND "meets a specific set of attributions."  This will work on the deal, organization, and person. 

     

    Costs: No additional for most businesses

    Pros: Low  to no cost, you control this, you can keep your tech stack lean. 

    Cons: Requires technical knowledge, rebuilding complex rules can take a little more time. 

     

    Again this is a lot of information regarding my opinion after testing each one of these pieces of software.  

     

    Thank you for reading. 

     

     

  • Mike van der Valk
    Mike van der Valk Posts: 4,376 PIPEDRIVE PRODUCT MANAGER
    2500 Comments 25 Likes Second Anniversary First Answer
    edited April 2020 #6

    Hey @Bastiaan van den Berg so I can pretty much say I have explored every option to do this with Pipedrive, I help run a large sales team, we get a lot of inbound leads, and this is  a must. Manually making a round robin won't scale. This is going to be a long post because I want it to be helpful to everyone in the community.

    TL:DR

    • Measure what matters - response time reporting, close rate, etc.
    • Decide if it systematically needs to fit with your sales model or not - do you have territories, an inbound team, SDR's,  need complex routing rules, alert systems, scheduling hours, escalation, etc,
    • This will never get crazy expensive but if you are on a budget, consider bundling it with an automation tool that can perform more functions than just a round robin.
    • You have essentially four options (that I trust)  and depending if you are round-robining a person, organization, or a deal, some may not work. 
    • Those four options are - custom (load balancing script), RouterJet, Autopilot, and Zapier.  Yes, other options exist but depending on the situation these are the 4 I have used for myself or clients and have experienced less technical errors. 

    Feature and Measurement definitions:

    Escalations - Rerouting to another Pipedrive owner if the desired response time has not been met

    Scheduling - Only reassigning leads within given hours, in-office vs. out of office or instant. 

    Routing rules - Primary methods are weighted, team, in order, random (this post is asking about an in order distribution system). Additionally you can decide on custom attributes such as a source or say $ amount on the deal.

    Alerts - Usually an SMS text, slack or email letting your sales team know when they receive a new lead. 

     

    So given the 4 options I presented earlier I like each one for different reasons:

    Zapier - No custom code required, easy to update, and low costs.  You just need a Zapier account that can handle multiple steps, and a storage by Zapier account which is free.  You can perform a round robin on the person, org, and deal using this. 

     

    Costs: $20-25/month + $10 if you are using this system for anything over 750 leads/month

    Pros: Super cheap, works on all Pipedrive levels, no code required, you will use this for other functions. 

    Cons: Your connection with Pipedrive may drop occasionally but this is an easy fix. 

     

    Autopilot - I linked this one because it's my favorite, I partner with them through my agency and this will likely be your most expensive but it has a lot of additional value being a robust marketing automation tool. 

    Costs: Starting at $49/month and scales with the number of contacts you store in the platform. The base package is 2,000 contacts. 

    Pros: You can use it for more than a round robin, think all things email marketing, redirect campaigns, forms, a simple chat bot, identifying site traffic, CRM automation, facebook ad retargeting,  etc. You might be able to cut out 2 -3 other tools you will eventually want to plug into Pipedrive by switching to Autopilot. 

    Cons: Does not work with organizations only persons and deals. Slightly higher costs. 

     

    RouterJet - Great for complex round robin systems at the DEAL level in Pipedrive. It has all the bells and whistles defined above, large sales teams that work primarily with DEAL's in Pipedrive and have a budget particularly for a round-robin function, this is probably your best bet.

     

    Costs: Starting at $28/month for 4 agents) + $7 for each additional 

    Pros: Easiest to set up and optimize. Advance features and tracking. 

    Cons:  This can get expensive for large team to perform a single function, does not work on the organization level. 

     

    Custom Script - You need to know some coding or a willingness to learn a little but if you have a very simple round robin you can host your own system for little to no cost and set up the alerts using a Pipedrive workflow "owner has change" AND "meets a specific set of attributions."  This will work on the deal, organization, and person. 

     

    Costs: No additional for most businesses

    Pros: Low  to no cost, you control this, you can keep your tech stack lean. 

    Cons: Requires technical knowledge, rebuilding complex rules can take a little more time. 

     

    Again this is a lot of information regarding my opinion after testing each one of these pieces of software.  

     

    Thank you for reading. 

     

     

    Amazing and thorough response @Jordan Wagner super useful for the community. Ever considered writing a short blog post on the topic? :) 

  • Jordan Wagner_74
    Jordan Wagner_74 Posts: 11
    edited April 2020 #7

    Hey @Bastiaan van den Berg so I can pretty much say I have explored every option to do this with Pipedrive, I help run a large sales team, we get a lot of inbound leads, and this is  a must. Manually making a round robin won't scale. This is going to be a long post because I want it to be helpful to everyone in the community.

    TL:DR

    • Measure what matters - response time reporting, close rate, etc.
    • Decide if it systematically needs to fit with your sales model or not - do you have territories, an inbound team, SDR's,  need complex routing rules, alert systems, scheduling hours, escalation, etc,
    • This will never get crazy expensive but if you are on a budget, consider bundling it with an automation tool that can perform more functions than just a round robin.
    • You have essentially four options (that I trust)  and depending if you are round-robining a person, organization, or a deal, some may not work. 
    • Those four options are - custom (load balancing script), RouterJet, Autopilot, and Zapier.  Yes, other options exist but depending on the situation these are the 4 I have used for myself or clients and have experienced less technical errors. 

    Feature and Measurement definitions:

    Escalations - Rerouting to another Pipedrive owner if the desired response time has not been met

    Scheduling - Only reassigning leads within given hours, in-office vs. out of office or instant. 

    Routing rules - Primary methods are weighted, team, in order, random (this post is asking about an in order distribution system). Additionally you can decide on custom attributes such as a source or say $ amount on the deal.

    Alerts - Usually an SMS text, slack or email letting your sales team know when they receive a new lead. 

     

    So given the 4 options I presented earlier I like each one for different reasons:

    Zapier - No custom code required, easy to update, and low costs.  You just need a Zapier account that can handle multiple steps, and a storage by Zapier account which is free.  You can perform a round robin on the person, org, and deal using this. 

     

    Costs: $20-25/month + $10 if you are using this system for anything over 750 leads/month

    Pros: Super cheap, works on all Pipedrive levels, no code required, you will use this for other functions. 

    Cons: Your connection with Pipedrive may drop occasionally but this is an easy fix. 

     

    Autopilot - I linked this one because it's my favorite, I partner with them through my agency and this will likely be your most expensive but it has a lot of additional value being a robust marketing automation tool. 

    Costs: Starting at $49/month and scales with the number of contacts you store in the platform. The base package is 2,000 contacts. 

    Pros: You can use it for more than a round robin, think all things email marketing, redirect campaigns, forms, a simple chat bot, identifying site traffic, CRM automation, facebook ad retargeting,  etc. You might be able to cut out 2 -3 other tools you will eventually want to plug into Pipedrive by switching to Autopilot. 

    Cons: Does not work with organizations only persons and deals. Slightly higher costs. 

     

    RouterJet - Great for complex round robin systems at the DEAL level in Pipedrive. It has all the bells and whistles defined above, large sales teams that work primarily with DEAL's in Pipedrive and have a budget particularly for a round-robin function, this is probably your best bet.

     

    Costs: Starting at $28/month for 4 agents) + $7 for each additional 

    Pros: Easiest to set up and optimize. Advance features and tracking. 

    Cons:  This can get expensive for large team to perform a single function, does not work on the organization level. 

     

    Custom Script - You need to know some coding or a willingness to learn a little but if you have a very simple round robin you can host your own system for little to no cost and set up the alerts using a Pipedrive workflow "owner has change" AND "meets a specific set of attributions."  This will work on the deal, organization, and person. 

     

    Costs: No additional for most businesses

    Pros: Low  to no cost, you control this, you can keep your tech stack lean. 

    Cons: Requires technical knowledge, rebuilding complex rules can take a little more time. 

     

    Again this is a lot of information regarding my opinion after testing each one of these pieces of software.  

     

    Thank you for reading. 

     

     

    Hey @Mike van der Valk  I have, I think I would add a little bit more detailed as the goal would be to help sales leaders with this decision because there is not necessarily a wrong answer with this topic but there are better solutions than others depending on the use case. 

    I don't have a blog but if you want something for Pipedrive's blog let me know, happy to help. 

  • Mike van der Valk
    Mike van der Valk Posts: 4,376 PIPEDRIVE PRODUCT MANAGER
    2500 Comments 25 Likes Second Anniversary First Answer
    edited April 2020 #8

    Hey @Bastiaan van den Berg so I can pretty much say I have explored every option to do this with Pipedrive, I help run a large sales team, we get a lot of inbound leads, and this is  a must. Manually making a round robin won't scale. This is going to be a long post because I want it to be helpful to everyone in the community.

    TL:DR

    • Measure what matters - response time reporting, close rate, etc.
    • Decide if it systematically needs to fit with your sales model or not - do you have territories, an inbound team, SDR's,  need complex routing rules, alert systems, scheduling hours, escalation, etc,
    • This will never get crazy expensive but if you are on a budget, consider bundling it with an automation tool that can perform more functions than just a round robin.
    • You have essentially four options (that I trust)  and depending if you are round-robining a person, organization, or a deal, some may not work. 
    • Those four options are - custom (load balancing script), RouterJet, Autopilot, and Zapier.  Yes, other options exist but depending on the situation these are the 4 I have used for myself or clients and have experienced less technical errors. 

    Feature and Measurement definitions:

    Escalations - Rerouting to another Pipedrive owner if the desired response time has not been met

    Scheduling - Only reassigning leads within given hours, in-office vs. out of office or instant. 

    Routing rules - Primary methods are weighted, team, in order, random (this post is asking about an in order distribution system). Additionally you can decide on custom attributes such as a source or say $ amount on the deal.

    Alerts - Usually an SMS text, slack or email letting your sales team know when they receive a new lead. 

     

    So given the 4 options I presented earlier I like each one for different reasons:

    Zapier - No custom code required, easy to update, and low costs.  You just need a Zapier account that can handle multiple steps, and a storage by Zapier account which is free.  You can perform a round robin on the person, org, and deal using this. 

     

    Costs: $20-25/month + $10 if you are using this system for anything over 750 leads/month

    Pros: Super cheap, works on all Pipedrive levels, no code required, you will use this for other functions. 

    Cons: Your connection with Pipedrive may drop occasionally but this is an easy fix. 

     

    Autopilot - I linked this one because it's my favorite, I partner with them through my agency and this will likely be your most expensive but it has a lot of additional value being a robust marketing automation tool. 

    Costs: Starting at $49/month and scales with the number of contacts you store in the platform. The base package is 2,000 contacts. 

    Pros: You can use it for more than a round robin, think all things email marketing, redirect campaigns, forms, a simple chat bot, identifying site traffic, CRM automation, facebook ad retargeting,  etc. You might be able to cut out 2 -3 other tools you will eventually want to plug into Pipedrive by switching to Autopilot. 

    Cons: Does not work with organizations only persons and deals. Slightly higher costs. 

     

    RouterJet - Great for complex round robin systems at the DEAL level in Pipedrive. It has all the bells and whistles defined above, large sales teams that work primarily with DEAL's in Pipedrive and have a budget particularly for a round-robin function, this is probably your best bet.

     

    Costs: Starting at $28/month for 4 agents) + $7 for each additional 

    Pros: Easiest to set up and optimize. Advance features and tracking. 

    Cons:  This can get expensive for large team to perform a single function, does not work on the organization level. 

     

    Custom Script - You need to know some coding or a willingness to learn a little but if you have a very simple round robin you can host your own system for little to no cost and set up the alerts using a Pipedrive workflow "owner has change" AND "meets a specific set of attributions."  This will work on the deal, organization, and person. 

     

    Costs: No additional for most businesses

    Pros: Low  to no cost, you control this, you can keep your tech stack lean. 

    Cons: Requires technical knowledge, rebuilding complex rules can take a little more time. 

     

    Again this is a lot of information regarding my opinion after testing each one of these pieces of software.  

     

    Thank you for reading. 

     

     

    @Jordan Wagner feel free to share it on our section of the community here :) 
    https://community.pipedrive.com/feed/blog

  • Bastiaan van den Berg
    edited April 2020 #9

    Hey @Bastiaan van den Berg so I can pretty much say I have explored every option to do this with Pipedrive, I help run a large sales team, we get a lot of inbound leads, and this is  a must. Manually making a round robin won't scale. This is going to be a long post because I want it to be helpful to everyone in the community.

    TL:DR

    • Measure what matters - response time reporting, close rate, etc.
    • Decide if it systematically needs to fit with your sales model or not - do you have territories, an inbound team, SDR's,  need complex routing rules, alert systems, scheduling hours, escalation, etc,
    • This will never get crazy expensive but if you are on a budget, consider bundling it with an automation tool that can perform more functions than just a round robin.
    • You have essentially four options (that I trust)  and depending if you are round-robining a person, organization, or a deal, some may not work. 
    • Those four options are - custom (load balancing script), RouterJet, Autopilot, and Zapier.  Yes, other options exist but depending on the situation these are the 4 I have used for myself or clients and have experienced less technical errors. 

    Feature and Measurement definitions:

    Escalations - Rerouting to another Pipedrive owner if the desired response time has not been met

    Scheduling - Only reassigning leads within given hours, in-office vs. out of office or instant. 

    Routing rules - Primary methods are weighted, team, in order, random (this post is asking about an in order distribution system). Additionally you can decide on custom attributes such as a source or say $ amount on the deal.

    Alerts - Usually an SMS text, slack or email letting your sales team know when they receive a new lead. 

     

    So given the 4 options I presented earlier I like each one for different reasons:

    Zapier - No custom code required, easy to update, and low costs.  You just need a Zapier account that can handle multiple steps, and a storage by Zapier account which is free.  You can perform a round robin on the person, org, and deal using this. 

     

    Costs: $20-25/month + $10 if you are using this system for anything over 750 leads/month

    Pros: Super cheap, works on all Pipedrive levels, no code required, you will use this for other functions. 

    Cons: Your connection with Pipedrive may drop occasionally but this is an easy fix. 

     

    Autopilot - I linked this one because it's my favorite, I partner with them through my agency and this will likely be your most expensive but it has a lot of additional value being a robust marketing automation tool. 

    Costs: Starting at $49/month and scales with the number of contacts you store in the platform. The base package is 2,000 contacts. 

    Pros: You can use it for more than a round robin, think all things email marketing, redirect campaigns, forms, a simple chat bot, identifying site traffic, CRM automation, facebook ad retargeting,  etc. You might be able to cut out 2 -3 other tools you will eventually want to plug into Pipedrive by switching to Autopilot. 

    Cons: Does not work with organizations only persons and deals. Slightly higher costs. 

     

    RouterJet - Great for complex round robin systems at the DEAL level in Pipedrive. It has all the bells and whistles defined above, large sales teams that work primarily with DEAL's in Pipedrive and have a budget particularly for a round-robin function, this is probably your best bet.

     

    Costs: Starting at $28/month for 4 agents) + $7 for each additional 

    Pros: Easiest to set up and optimize. Advance features and tracking. 

    Cons:  This can get expensive for large team to perform a single function, does not work on the organization level. 

     

    Custom Script - You need to know some coding or a willingness to learn a little but if you have a very simple round robin you can host your own system for little to no cost and set up the alerts using a Pipedrive workflow "owner has change" AND "meets a specific set of attributions."  This will work on the deal, organization, and person. 

     

    Costs: No additional for most businesses

    Pros: Low  to no cost, you control this, you can keep your tech stack lean. 

    Cons: Requires technical knowledge, rebuilding complex rules can take a little more time. 

     

    Again this is a lot of information regarding my opinion after testing each one of these pieces of software.  

     

    Thank you for reading. 

     

     

    Thank you @Jordan Wagner , your post has been most helpful! I will definitely explore some of the options you have mentioned. Zapier seems to be most realistic for us at this stage. 

    Stay healthy! 

    Best,

    Bastiaan

  • Jordan Wagner_74
    Jordan Wagner_74 Posts: 11
    edited April 29 #10

    @Bastiaan van den Berg no problem, glad it helped! Let me know if you need a hand with the set up, I've done it a few times now.