Workflow automation should be available at the company level, notthe individual level
One BIG issue with workflow automation is that they are linked to the person that builds them.
That means that if someone else in the sales team needs to take over that workflow automation, they need to completely redo the whole workflow.
I automated 18 months ago a sales pipeline that including 5 different types of emails and multiple activities. But each email was always sent from me. When I transferred this pipeline to another salesperson (who would own the deal, the person and even the organization), the emails were still sent from me.
After checking with Pipedrive, they confirmed that the automations are connected to the user who created that automation (via the API key) and therefore, to have the email sent from another sales person would require that other person to redo the entire workflow automation by himself. He could not even ask our Pipedrive Administrator for help, since only him/her can build that automation.
Since for this pipeline, we change Sales person about every 6 months (if not faster), that means a new sales who knows nothing about Pipedrive must build a brand-new workflow automation by himself or herself.
This is highly not scalable. A workflow automation should include the sender's email, for instance, and should be transferable to other people to manage.
Here is the answer from Pipedrive:
You can use workflows in a complete company level, only that the emails will always be sent by the owner of the automations account.
I have checked and it is a limitation on our end for sure.
But this is the only way to send emails.
Because if they wanted they could make you trigger emails that you would not like. Let's say you and one user. They know that today you going to win a deal or create one. And they create an automation where when you win a deal you send a specific email to another person that is not related to anything in Pipedrive but it is a resignation letter for example.
This can actually be manipulated. So it is like the user entered your Gmail details logged in and triggered and email. There is no way to prove for sure that it was a mistake or not. So we preferred that and automation email can only be sent by the owner of the emails so that it is not manipulated in any way.
The explanation makes sense. However, Admin should at least be authorized to make those changes.
This could be managed from the "Permission Set" window.
Automation is a big advantage for SMB deals, and it's a pity that Pipedrive doesn't allow companies to scale their sales operations that way.
Does anyone have the same issue?