Upload Organization

Rob Grubbs
Rob Grubbs Posts: 25
Second Anniversary Photogenic
edited July 27 in Sales CRM #1

Does anyone have a solution to organizing uploads--possibly an integration?  We upload 20 to 50 files to a deal sometimes and it is complete chaos.  

Comments

  • Lucas MAGNE
    Lucas MAGNE Posts: 109 ELITE SOLUTION PROVIDER
    100 Comments 25 Likes First Anniversary 5 Up Votes
    edited July 22 #2

    Hi Rob,
    If you had the Smartdocs add-on or the professional plan, you can use this feature to put you document in the deal.
    In fact, into the deal it will be a bit the mess if you have 50 docs but on your Google Drive or OneDrive the documents will be in one folder per deal.
    I hope this explanation answers your question! 

    Do not hesitate to come back to me if necessary.

    Have a great day ! 👋

  • Rob Grubbs
    Rob Grubbs Posts: 25
    Second Anniversary Photogenic
    edited July 22 #3

    Hi Rob,
    If you had the Smartdocs add-on or the professional plan, you can use this feature to put you document in the deal.
    In fact, into the deal it will be a bit the mess if you have 50 docs but on your Google Drive or OneDrive the documents will be in one folder per deal.
    I hope this explanation answers your question! 

    Do not hesitate to come back to me if necessary.

    Have a great day ! 👋

    So we need folders to organize the documemts we upload.  We have smartdocs but all of our uploaded files are pdf format.are you saying to upload them with smartdocs instead of files?  Can you organize the uploaded documemts in enterprise?  

  • Larry Lieberman
    Larry Lieberman Posts: 10
    edited July 27 #4

    I am not sure how the Smartdocs deals with files but i do it this way.

    I use Zapier and set up automations.  Zapier watches for any new deals I start.  Then it creates a folder in Google docs with the deal name.  Then i run a second zapier to set up a bunch of standard folders in the new deal folder.  

    It would be nice to access the folder within Pipedrive but I have not figured that out yet.  I just manage files separately which is easy since the folder name and the deal name are the same.

    good luck.

    Larry

  • Rob Grubbs
    Rob Grubbs Posts: 25
    Second Anniversary Photogenic
    edited July 25 #5

    I am not sure how the Smartdocs deals with files but i do it this way.

    I use Zapier and set up automations.  Zapier watches for any new deals I start.  Then it creates a folder in Google docs with the deal name.  Then i run a second zapier to set up a bunch of standard folders in the new deal folder.  

    It would be nice to access the folder within Pipedrive but I have not figured that out yet.  I just manage files separately which is easy since the folder name and the deal name are the same.

    good luck.

    Larry

    Hi Larry,

     

    I have checked with a couple of the Zapier specialists.  So far one has said there is no way to do it.  The other said basically the steps you did.  The idea for us is to have the ability to organize the uploads within Pipedrive.  I think the simple solution would be the ability to reorder the uploads.  At least you would be able to have the most recent updated documents in order.  We have about 30ish average files uploaded to each deal--and we label them; however, it is a mess because you may have 5 or 6 revisions of the same contract.  Kind of chaos.  It's like storing every file on a PC in the same place with no folders.  Thanks.

  • Larry Lieberman
    Larry Lieberman Posts: 10
    edited July 27 #6

    I am not sure how the Smartdocs deals with files but i do it this way.

    I use Zapier and set up automations.  Zapier watches for any new deals I start.  Then it creates a folder in Google docs with the deal name.  Then i run a second zapier to set up a bunch of standard folders in the new deal folder.  

    It would be nice to access the folder within Pipedrive but I have not figured that out yet.  I just manage files separately which is easy since the folder name and the deal name are the same.

    good luck.

    Larry

    I deal with a lot of files too.

    Having the folders setup automatically is great.  i also have the deal name automatically edited to add a code in front of the deal name so I don't have two deals with the same name. See below.  The "TLD1245 -" was automatically added to the name "Columbia University..." 

    image

    Then I have the automation in zapier create the file folders.  like this.

    image

     

    then Zapier adds the subfolders to the new folder so all these have.

    image

    I think there may be a way to drop all the files you want to upload to a folder that Zapiers monitors then it will automatically up load the files to pipe drive either as files or as documents,  that's one way to get them in there.

    What i do when I have a quote change, i save the new quote with a rev date and save to my quotes folder for that project I am working on.

    If you find something better please let me know.

     

    Thanks

    Larry

     

  • Rob Grubbs
    Rob Grubbs Posts: 25
    Second Anniversary Photogenic
    edited July 25 #7

    I am not sure how the Smartdocs deals with files but i do it this way.

    I use Zapier and set up automations.  Zapier watches for any new deals I start.  Then it creates a folder in Google docs with the deal name.  Then i run a second zapier to set up a bunch of standard folders in the new deal folder.  

    It would be nice to access the folder within Pipedrive but I have not figured that out yet.  I just manage files separately which is easy since the folder name and the deal name are the same.

    good luck.

    Larry

    That's nice.  I suppose if we did that we could delete all of the unnecessary files from Pipedrive--since all the files would be backed up in Drive.  Quick question... Do you upload your files to drive or pipedrive?

  • Larry Lieberman
    Larry Lieberman Posts: 10
    edited July 26 #8

    I am not sure how the Smartdocs deals with files but i do it this way.

    I use Zapier and set up automations.  Zapier watches for any new deals I start.  Then it creates a folder in Google docs with the deal name.  Then i run a second zapier to set up a bunch of standard folders in the new deal folder.  

    It would be nice to access the folder within Pipedrive but I have not figured that out yet.  I just manage files separately which is easy since the folder name and the deal name are the same.

    good luck.

    Larry

    I always upload my files only to my google drive which is mapped as just a fold directory in my file explore.

     

    Since the folder name is the same as the deal name its easy to find the files.

    When I send a email with an attachment ,of course that email will have the file in Pipedrive on the email and that's how I tell what the customer has.  I also setup custom fields to note what the current quote number is.