This bot is available for free, and its usage does not consume credits. For more information about credit usage, refer to this article.
General
Automatically send documents to Pipedrive contacts using their email or phone number stored in Pipedrive records. No need to send documents manually as the bot does that for you.
Use case example: You need to validate a client’s data to ensure it’s up to date by sending a pre-filled form to your clients.
Note: The bot works under the hood. It should be set up directly in the step settings for each step separately.
How to set up
When the bot runs by default:
The bot runs when:
the creator initiates a workflow (relates to the first step in a workflow)
the previous step completes the documents (for cases when there are several steps in a workflow)
Once the documents are routed to the step for which it has been installed.
Proceed to the step (Recipient 1 in the example) and click the three dots. Then, select Configure. Alternatively, click the gear icon next to the step.
In the Documents and Forms section, you’ll see the list of fields that will be available for filling by the recipient. You can reassign the fields for the selected step if needed by clicking the corresponding button.
Best practices: Be sure to leave the Revoke access checkbox selected. If your workflow includes multiple steps, this will allow for jumping between them multiple times.
Connection settings:
In the Recipient section, switch the toggle to Integration contact. Then, select Pipedrive from the list of integrations. Once selected, connect your Pipedrive account.
Then, select and connect a Pipedrive account. You can also create and connect a new account (by clicking Add new connection).
Action settings:
Select a base entity in Pipedrive where you’d like to connect your workflow. A base entity is where the data for finding the contact you need is taken.
Select related Pipedrive entities if needed. A related entity is a child or parent entity of a base entity from which some additional data for finding the contact you need is taken. For example, select Persons as the base entity and Organizations as a related entity.
Configure a message that will be sent to the contact’s email or phone along with a request to fill out your documents.
In the Find a record section, you can set up criteria for finding the record in Pipedrive (where the contact’s email or phone will be taken from) based on some data in the document. You may need this setting in case you are going to run your workflow from outside your Pipedrive organization.
To do so, configure the lookup by matching the Pipedrive entity field and the corresponding value for finding the contact’s record.
For example, we have selected two entities (Person as the base entity and Organizations as the related entity), and it is possible to set up several criteria for finding the contact record we need.
Conditions
Configure the bot execution conditions based on simple “if-this-then-that” rules. For example, you can set conditions based on document field information, recipient data, date of document signing, document data, and decline reason. Learn more about bot conditions usage in the dedicated article.
Advanced settings
In this section, you can set additional bot configurations:
Determine how often the bot will run
Decide what to do with a revision if the bot fails
Add tags to your document to easily locate it
Learn more about adjusting Advanced settings in this article.