How To Set Up Automated Text Messages In Pipedrive

The CRM designed to keep you selling. Pipedrive.

With screen shots. Time to set up: 15 minutes.

In this tutorial, I will show you how to set up text message alerts for different filter actions in PipeDrive using Burst SMS here in Australia. In PipeDrive we have the ability to use custom filters to trigger loads of automation, this includes text message alerts to sales staff to notify them of a new lead or many other uses. PipeDrive is a fast-growing cloud-based CRM system that was built by sales people for sales people and loved by many for its simplicity, yet functional.
What you will need for this: 

  1. A Zapier Account: Register here
  2. A Burst SMS account: Register here
  3. a PipeDrive CRM Account: Register here

In our below example we going to say that we want to notify our sales team of a new lead arriving in the Lead-In column of PipeDrive. This will trigger an SMS to the sales team advising them of the deal and details.
Step 1: Create a custom Filter, to do this simply click your name in the right-hand section just above the pipeline, here you will see Favourites, Owners and Filters. Go ahead and click Add new filter.
Create a custom filter in PipeDrive
Step 2: Adding a Filter
Once you have clicked Add New Filter  a dialogue box will pop up similar to the below
Adding a custom filter PipeDrive
In this filter, we are going to select Deal > Stage > is > Lead In as the first condition.
Next go ahead and add another condition and make it Deal > Owner > is > Current User (Add additional conditions for multiple staff)
Go ahead and name your custom filter, in this case, we have called it “New Lead Text Message Notification” and click save. Note: you can make this filter “Private or Shared” by making it shared all users can see and use this filter, by making the filter private only you will be able to see it. Remember to also tick the box to save this filter otherwise it will not continue to work.

Step 3: Head over to Zapier and sign in, once signed in click on click Make a Zap in the top Right corner
Zaps - Zapier
Step 4: Choose a trigger, in the search box type in Pipedrive and click on it. Once the options show like below be sure to. click the blue writing that says “Show Less Common Options” to expand all the options 
Zapier - Pipedrive Click Less Common Options 
This will now expand a lot more options, look for the option that says Deal Matching Filter
Deal Matching Filter
Then hit the Blue button Save + Continue in the bottom right-hand corner.
Step 5: Connect your Zapier account to PipeDrive by using the API key located in your PipeDrive Account, to find this go to the PipeDrive dashboard and in the very top right-hand corner click on your name and then click settings and under Other, you will see API. Now head back to Zapier and paste the API key into the popup box and continue.
PipeDrive API Key Location

Step 6: Now in Zapier you will see the option of Filter, drop this menu down and look for the filter that you made earlier, in our case we called it “New Lead Text Message Notification” and you will see it in the list of filters shown below. Go ahead and select it and click continue.
Filter option in PipeDrive
Step 7: On the left-hand side you will see Add a Step, go ahead and click on that then hit Action/Search
Add a Step - Zapier
Then hit Action/Search
Add Action Zapier
Step 8: in the search box type “BurstSMS” and select it.
BurstSMS Zapier
Step 9: Select the option Send SMS and click the Save + Continue blue button
Send SMS Burst SMS
Step 10: Head over to Burst SMS website and log in, once logged in you will see in the top menu bar an item named settings, click on this and generate an API secret, do not share this with anyone. Now copy the API key and head back over to Zapier and paste the API key and API secret into the fields as requested and click Save + Continue blue button in the bottom right.
Burst SMS Settings
Step 11: In this step, we configure what information we want to include in the text message, some people may choose to just send some wording of their choosing, others may want to include dynamic fields from deals, this can include Deal Title, Contact Details of lead, phone numbers and loads more info.
BurstSMS Fields
After you have included your message body, work your way down the page and populate the fields you require, in this example I don’t need a tracking Link so I have skipped this step.
(required) – I have entered my mobile number to receive the text message, you can enter multiple by separating them with a comma. Next, you will need to format the number, it is important to pick your country here as this will add the international prefix to the front of the number and will ensure text delivery. 
(optional) – In this field I have gone for our company name to show who the text is from rather than a number, this is simply for the salespeople to easily know its a new lead and to also ensure there are no replies sent back. Named from numbers is no reply. You can also purchase your own virtual number from BurstSMS to allow replies and communication on that number. 
Finally, click the blue next button once you have filled out the above and hit on the Send Test to Burst SMS and check to ensure it is working, then name your Zap (I recommend the same as your filter in PipeDrive for easy reference later on) and turn it on! Your all set.
Test your Zap and turn it on.

That’s it your up and running.
Do you need help customising PipeDrive? Contact us today for a free quote.

The CRM designed to keep you selling. Pipedrive.

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    The PipeDrive Overview with Videos

    Whether you’re considering migrating from one CRM to another, or are new to the world of CRM in general, this video will show you how you can greatly improve your sales results with Pipedrive.

    If you’re only interested in a specific topic, click any of the links below to jump to the section of the video that covers the topic.


    1. Getting Started: Adding users, deals, and contacts

    2. Pipeline View: Activity-based sales

    3. Customizing Pipedrive

    This section covers the following topics:
    Customizing your Pipeline View: setting up your own unique set of stages in your Pipeline, as well as how to create additional pipelines.
    Adding custom fields: learning to create additional custom fields for your People, Organizations, and Deals, as well as where those fields should be added.
    Google Maps integration: learning how Pipedrive geo-codes it’s address-type custom fields with Google Maps allowing you to view everything on a map.
    Customizing your Activity types: creating custom types of activities, and allowing you to name and label your activities.

    4. List View: Custom reporting and bulk editing

    5. Forecast View: Revenue projection

    6. Email Integration

    7. Statistics and Metrics

    8. Importing Spreadsheets


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      The Power of PipeDrive

      the power of pipe drive

      In today’s digital world knowing your customers is more important than ever before, finding, knowing and understanding who they are and rewarding repeat customers helps to grow businesses every day.

      First hand, I constantly see many businesses that have operated for 1 year to 20 years that not only don’t have an active customer database and many have nothing at all. I personally have worked with many of the top CRM’s on market and have worked on numerous projects customising them to try and meet customer needs. I have a saying with CRM’s “What you put in, is what you get out” and this is so true for no matter what system your business uses.
      About a year ago I got told about “another” CRM called PipeDrive, although focused at the “Sales” component of data management, I truly believe every business sells in some way shape or form and how you track and manage that data is a vital step in any business.

      So I signed up for a trial and started to use the system and loved it, I found many great uses for it, loved their flexible API (to move data around) and automate many arduous tasks, the more time I spent using it the more I really thought this system has a really exciting future.
      Now with over 20 plus successful deployments in a variety of businesses from sales teams through to customising it to handle operations and scheduling roles, the system is on the outside very simple to use but in the background hugely powerful.


      How does PipeDrive Work?

      Ok its pretty easy, PipeDrive has what we call a pipeline, now a pipeline is columns on your screen that are each named whatever best suit you, see below example
      This short video covers how to add team members, deals and contacts to PipeDrive. Watch it now or come back later and watch it.

      So a pipeline is used to track the different stages of a deal/sale and it can be anything, every pipeline can be renamed, more columns added, whatever you need. So say a new website enquiry came in, I have the ability to automatically feed that website enquiry into whatever stage of the pipeline I would like, but in the above example it is named untouched contact

      this would mean that no action has been taken on the lead, but it will be assigned to someone in your team. The team member will get a new notification to say a new lead has come in and needs to be actioned, that same team member can now add tasks like log calls, send emails, meetings, lunch add notes (again these are completely customisable to suit your business) and much more.

      Once the team member has made contact with the lead they simply drag the deal to the next column called Contact Made this will now be displayed in the 2nd column that at a glance your team member knows exactly where they are up to with the deal.

      Now each column in the pipeline can be set to a percentage chance of the deal being closed, for example, column 1 Untouched Contact might be a 20% chance of closing the deal and column 2 Contact Made might be 40% etc (again customisable/or turn it off). This percentage can now be used in forecasting potential revenue for the day/week/month, in each deal you will find two big buttons Won or Lost hitting won will add the deal value to your live dashboard (I will explain more below) giving you the total value of deals done, again for the day/week/month etc. Hitting the lost button will prompt the team member to fill out why the deal was lost, i.e. price, competitor etc (again customisable) giving you greater clarity on the businesses sales and customers.

      Each deal when it is created has some standard fields likes, name, email, phone, address etc but it also has the ability for you to upload products and set the RRP along with sku’s etc and a team member can simply pick from the list of products, the RRP of this product will then become the Deal Value for reporting purposes, if that team member discounts the price from RRP this will also be a reportable change. You can easily use the system without the products function and manually add the deal value for each deal or if you are doing a marketing campaign on a specific item I even have the ability to automatically feed that enquiry into PipeDrive but also determine its value and even automatically create an activity like Call Steve Smith at 10 am tomorrow, therefore, reminding the team member constantly until they complete the task.

      Mobile App – PipeDrive is not only an affordable cloud based system so no expensive servers and maintainance but its app also packs a big punch, with the ability for team members to work on the fly, make calls from the app, create voice memos that upload to the deal in seconds, take photos, sync phone and email contacts directly into PipeDrive 24/7 but best of all, everytime an action is made in the app it is logged, meaning if you click into a deal and click to call a deal it will mark that call as a completed activity or take a photo it will upload to that deal across every device.

      • Save call logging activities to your deals
      • Nearby feature let’s you know which clients are near you
      • Schedule activities wherever you are, even when offline
      • Take notes on your mobile device during a call or meeting
      • Take a picture and store it under a deal or contact
      • Make voice memos and upload it the deal or contact
      • Optionally sync phone contacts into PipeDrive for easy deal creation later or updating a phone contact
      • Swipe to see each column of the pipeline

      The below video gives a great overview of how managers or business owners can have a clear indication of how the sales team is performing or look at revenue forecasts at any time of the day or night.

      Another fantastic feature of PipeDrive and one like no other is the optional 2-way email sync that allows you to connect your team members emails directly to PipeDrive. This feature automatically checks against email, name, phone etc to connect the email automatically with the deal and keep a copy of the email in the notes section of the deal, so should a sales member have a day off, leave or any other reason anyone else can see exactly where that deal is up to and all its communication. Watch this video below to learn how it works.

      Seen enough and want to start a FREE trial? Get a free 30 day Gold trial, the Gold plan costs $29 USD per user, per month following the trial and a standard user is $16 USD per month, the difference between Gold and standard is the 2-way email sync. So why not use it to see if it suits your business. Need help with a custom build or integrations? Contact me below.

      Ross Meadows is a Managing Director of Media Booth Australia and Wired Marketing Group, offering a diverse range of knowledge in the marketing, technology and digital sectors. Ross has worked in Sales and Marketing for well over a decade and is a self-taught developer and is       fanatical about analytics and data.’

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