Pipedrive integration

When you connect to Pipedrive we sync all of your People, Organizations and activities related to Deals, Notes, Person activities and related updates. The data source is read only, but actions in playbooks can be used to send information back to Pipedrive or make updates. For example creating or updating a deal. The integration is designed to help you send messages across the customer lifecycle to help you close more deals.

Common use cases include:

  • Nurturing new subscribers into deals;

  • Welcoming new customers;

  • Welcoming new subscribers; and

  • Retaining existing customers.

It allows you to connect your Pipedrive data with important activities such as website user sessions, marketing email clicks and opens, and understanding marketing revenue attribution.

Pipedrive prerequisites

This integration process assumes you have an operating Pipedrive service, and a Pipedrive user account with System Administrator profile access to this service.

Connect from Ortto

To connect to Pipedrive:

  1. On the Data sources page, click New data source.

  2. Under CRM or All data sources, select Pipedrive, then Get started.

  3. On Connect to Pipedrive, if needed, select Advanced options to:

    • Choose which CDP fields can be modified from the Pipedrive data source, or

    • Choose not to modify CDP data fields that already have a value.

  4. Click Connect then authorize access to your Pipedrive account.

  5. At Fields, choose which Pipedrive fields will be synchronized across to your Ortto account’s customer data platform (CDP).

    At this point, you can set specific Pipedrive fields to determine the email and SMS permissions for Pipedrive contacts synced to Ortto. This is designed for when you use a custom field instead of marketing status to determine a contact’s subscription status. (Otherwise, new Pipedrive contacts added to Ortto will be subscribed (or unsubscribed) according to their marketing status in Pipedrive.)

    sf contact permission
    • By default, Person, Organization, Deal, Activity, and Note objects are selected for sync and cannot be deselected. In particular, Person and Organization objects are required for creating and associating contacts via unique identifiers in your CDP.

    • For objects mapped to your CDP, there is a limit of 50 custom fields per object (the limits do not include default fields).

  6. At Data retention, select to either:

    • store only the last 90 days of activity data, or

    • select the time frame for the data stored, and the activities which will be stored.

      It is recommended to set the data retention limits while setting up the data source. Updating the data retention limits in the future will require a resync of the data source, which may affect multiple audiences and campaigns within your customer data platform (CDP). Learn more about configuring data retention under Configuring data retention.

  7. On the Select records page, choose between syncing all your chosen object data in the previous step across to Ortto (by leaving Sync all selected), or click Selectively sync to specify conditions on Pipedrive object data related to people or organizations in your Ortto’s CDP that will be synced.

    Each object can be associated with a maximum of 50 records.
  8. On the Merge page, select the appropriate strategy by which people’s (customers') data is merged from Pipedrive into your Ortto’s CDP.

    The merge options:

    • Import and merge new records only,

    • Import and overwrite any records that exist, and

    • Import new records only

    are equivalent to the respective emerge strategies for people:

    • Append only,

    • Overwrite existing, and

    • Ignore

  9. Click Sync to finish.

  10. Click Done to exit the setup.

How is the data merged into Ortto?

Data is merged from Pipedrive to Ortto on the initial connection. Subsequently, newly modified objects are synced shortly after they occur.

The Pipedrive integration is initially configured as read only, which means that no data is sent from Ortto to Pipedrive. Should you wish to send data from Ortto to Pipedrive, you can create a journey or playbook using Pipedrive actions.

Journey and playbook actions are only available to customers on selected Ortto plans.

When a person is added to your CDP from the Pipedrive data synchronization, if they do not already exist as a contact in your CDP, they are added as a new contact. Any new contacts are automatically subscribed to receive email communications. (New contacts are unsubscribed to SMS by default.)

If a contact synced from Pipedrive already exists in Ortto, the contact will not have their email or SMS permissions changed; they will remain as they were set in Pipedrive.

Initial data sync

Person, organization, deal, activity and note objects, along with default fields and any custom fields you selected, are merged into the Ortto CDP. The merge follows the data merge strategy selected during the initial connection with Pipedrive. Ortto activities store data based on the objects you chose to be synced during the integration.

Depending on the number of records in your Pipedrive account, due to API limitations of Pipedrive the initial sync may take several hours. You can view the state of the connection on the Data sources page.

Ongoing data sync

Pipedrive data is merged in to Ortto shortly after it occurs.

Resynchronizing data

Pipedrive data is resynchronized when the data source is reconnected and when the data retention limits are adjusted. The resync will not perform a full backfill of data, it will only import changes that occurred since the last Ortto request for Pipedrive data.

A resync of the Pipedrive data may affect the audiences and campaigns within the CDP by resetting the attributes for the person, and activities, causing a person to potentially re-enter an audience or campaign within the CDP.

What does the data source add to my account?

The Pipedrive data source adds:

  • Pipedrive contact and account records and their associated fields to your CDP, known as people or organizations respectively in Ortto.

  • Pipedrive activities from the last 90 days including leads, opportunities, campaigns and tasks. In some cases, however, it may be necessary to store an activity and its attribute data for longer. Therefore, Ortto provides a mechanism for customers on Business and Enterprise plans to opt-in to selectively store their activity data for longer. Learn more about data retention under Configuring data retention.

  • The ability to use Liquid syntax in campaign messages to personalize your messages using merge tags for Pipedrive person fields and activity attributes. Learn more about using Liquid syntax under Personalizing campaign content with Liquid.

  • Pipedrive audiences based on activity data, such as slipping subscribers, engaged deals, and repeat customers.

Deleting a Pipedrive data source connection will not remove the current entries in the CDP for people or activities that were merged from that Pipedrive connection.

View Pipedrive fields in your CDP

Customize your CDP field visibility and add Pipedrive fields by clicking the cog cog icon, then select or clear the fields you want to show or hide. Pipedrive fields are indicated with the small Pipedrive icon.

Access the Pipedrive data source view

When a data source is connected, you are provided with a data source view. On the Data sources page, click the data source you wish to view.

A data source’s view is the administration page where you can:

  • view and manage the data source in the left-hand details panel, and

  • under the relevant tabs on the right-hand side, view:

    • an Overview of the data source,

    • an Activity feed, and

    • an Audience table, which displays the people imported from Pipedrive.

In the details panel, you can give the data source a new name (this will not affect your Pipedrive account settings). To do so, hover over the name and click the pencil icon, then type the new name and click on a blank area of the page to save the name. You can also disconnect the data source, and modify:

  • whether to modify system CDP fields,

  • the merge strategy,

  • the default and custom Pipedrive fields to sync

  • Ortto activities to sync to Pipedrive, and

  • the data retention period.

Learn more about the data source view under Managing data sources.

Using Pipedrive

Learn about how you can use Pipedrive with Ortto’s filters, reports, dashboards, campaigns, and coupons to get the most out of your integration under Using Pipedrive in Ortto.

Troubleshooting Pipedrive

For help with common questions or issues you may encounter when using Pipedrive as a data source, view Troubleshooting Pipedrive.