And just as correct me if I'm wrong, it looks like based on the poll, today, we're going to be talking about Zapier. Integromat, third party integration, okay. And some automation things. That should be fun. This can go kind of in any direction and kind of cover just 1001 things at once. So I think this will be quite interesting to kind of go over and see what everybody's utilizing. So
cool. All right, we're recording and we're all set. I'm Justus, you want to kick it off? I know you have some integrations, I know that type of thing. I think you know, the best use our time, we tend to just jump into it because I know a lot of times we go over so I'll let you kind of kick it off and take it from there.
Sure, I'll try it. I'll try my best. So first of all, hi, Daniel. Hi, Hart. And Hi, Bradley. Welcome to the roundtable. always glad to see new faces.
With the automations I think we can kind of completely skip the internal Pipedrive automation since that would be probably a separate topic.
Let's start off with the apps I know of, which are Zapier and Integromat. And they're probably the two biggest names. But does anybody have any other mentionable capable automation apps outside of those two?
Let me ask this, does everybody use either Zapier or Integromat? Is everybody has to jump outside of pipe drive to automate something? Pretty much? Yeah, pretty much roll at that point where the internal automation doesn't doesn't do it for us.
Okay, all right. So team teams zap here who's with me? Only three people and the rest is Integra mat. Yeah. Okay, so we lost Oh, we haven't automated yet. Ah, Okay, perfect.
So it's a tie, then. Can I say something real quick? Sorry. Yes. Please appreciate being here. Nice to meet everyone. The automations are done by my supervisor. So it's a topic kind of above my head. So I might leave and join you next time. But thanks a lot for doing this. For sure. Yeah, sure. No problem. jump in and out whenever whenever it's beneficial. So okay, cool. Meeting. So so you know, like, I knew virtually nothing about automations as well at the beginning, but I kind of jumped into it. And you just you get it eventually, Jeremy? Jeremy, Jeremy, at the beginning told told us all it takes about a week or two of just kind of dipping your head into it and trying to learn it. And eventually, you know, with constant with meetings like this really helps like Jeremy and Justus, both kind of gave me some tips that really helped build a couple of our automations a lot more efficiently. So it's even if you don't do them now, you might down the road. So it's okay. Yeah.
Irrelevant right now, feel free to hop in and now depending on the topic, but yeah, like, like Luke said, for anyone that feels like, Oh, I don't know that much yet. We didn't either not that long ago. And you can just get into it by need. But whenever you feel like it. Alright, you're leaving. Alright. See you soon. And then, bye, bye. I hope to see you next time. And immediately gets replaced by Suzanne. Hi. Glad to see you. Again. You're muted as well. Apparently Google mutes you by default when hopping in?
Yeah, just trying to fill the squares here.
Perfect. We're all filled up again. All right. Alright. So to start things off. Why are we using those external tools? Because Pipedrive has native automations, which are always preferable. What exactly are the use cases why we are automating externally, it might be interesting to know, for all of our use cases. So I'll just start things off. Mostly we use it because we want Pipedrive to efficiently automate with another app, which is called pandadoc. It's like DocuSign, but different. So for contracts, and E signatures, it's a very useful app for us because it offers very many customizable texts, that text fields that the customer can also fill out so you can use it to get information from customers as well. And we want Pipedrive to communicate automatically to create different contracts based on info in the pipe drive deal. And already fill out the contract as much as possible for both the customer and ourselves. So that we only have to click sign, and we're done. And it's a whole contract with like 50 fields for the customer. Well 30 of those are already automatically filled out. So that's what we need Zapier for because Pipedrive has none of those functionalities. And the the sale stocks before somebody mentioned, those are nowhere near usable for use case yet. So that's that's our use case. That's why we use that here. Maybe someone else would, sorry, wants to go into their use case and why they have to automate externally.
I can, Oh, go ahead.
Okay. Um, we use quite a lot of different tools integrated with Pipedrive, like out funnel MailChimp, and what the, just to name a few and try to push information back into pipe drive via those tools, has made life a lot easier for us whether it's campaign related information with what converts in terms of just seeing where it's kind of the source and medium tracking that information. So we have a better perspective on ROI on campaign. And I think we've got even just simple updating fields, I've just find that one, we've have an automation, for instance, that we use clearbit to enrich our data. So even though there's that smart contract data functionality in pipe drive, you can't actually use that information.
So we use clearbit to enrich our sort of customer data as well. So that's just kind of a few scenarios.
That makes sense, out of curiosity, so I've never personally used clearbit. And and so what you're referencing is like when you put a person or an organization in right below, you can click Smart Search, and it'll kind of give you some more info in that second block. But if you're right, it's not usable, right? It doesn't go into the value. And so how much are you actually pulling from clear, but that update like a person or organization
of the moment, were just using the company elements, so revenue, employees, industry, that kind of information? were previously looking at job roles for individuals, and yeah, sort of departments and things like that. But due to GDPR, we had to forego that side of things at the moment.
That makes it and then does it. You know, does it do a one time pool? Like, for example, when I add the organization? is it doing a one time update? Or is it continually trying to update and clean that data as you go through with like Zapier, for example.
So ours is based on a new content being created, so it searches for the domain or the and then updates it based off of that
makes sense? Very cool. Does anyone else? Oh, good. Yeah, just
one more question to clarify. So it's mostly for you about marketing the side of the automation without funnel and clearbit?
Um, no, there are a lot of other elements like web. For the sales team. For instance, I've created sacks, which do round robin deal allocation, which wasn't possible through Pipedrive.
Updating deal, where we have a new deal, updating the person and organ owners to reflect the owners, rather than them having to manually update them. Ah, that's smart. I want one of those.
Yeah.
Can you explain that one again?
Um, yeah, so every time a new deal is created in pipe drive, we look if that person already exists.
And we check the owner if deal. So we have like a generic owner called automation. If that person has not been assigned an owner, and it's automation, it will look at the D alone and automatically update the person record and the company record to reflect that D load. So this consistency.
And then we've also got zaps, which look at where a new contacts been created. If the company already exists, make sure that it's the owner is the same person as the organization. So we don't have different people owning different kind of entities.
Yeah, something I was very surprised to find out Pipedrive doesn't automatically do you can change the ownership of a deal. And then people are like, well, this company is still mine. And you're like, no, I changed it. And then you look into it. Oh, crap. They're right. Because it's separate things. I was very confused by that when I found out so that's, that's a nice thing that you can automate that. So maybe this is going on. Like how do you guys deal with people who leave the company, like a mat leave for example, and you want to change ownership of deals and and organizations.
We do a mass update for my work. So we go through and do a bolt, you know, I grab everybody and under that or just filter it out by that person who left before I take them out of possession I mass update and push them somewhere, it's not great because I generally want to assign those kind of and disperse them out. But it's how we've had to do it so far.
Okay, yeah, I ended it that way as well. But because we also depended on the Pipedrive automations, some of the tasks and things like that were still getting assigned to the old user. So I had to go back in and change those automations. So that it went to just to a new new employee or new, like Round Robin, group of people. So it's kind of I've had to learn, but the mistakes that we made creating those automations in the first place,
I will just really sorry,
guys, I will say that using Integra mat, Luke like one of the things that I've that we've done is I pulled all of my automations out of pipe drive, like for a while I use them. But it's such a it's such a, you know, it's not a ever changing name, or it doesn't update those fields. And so what I do now is I use a database of employees. So I just use a Google Sheet, for example. And I say if the employees in Google Sheet Round Robin, so if I pull them out, and then I can rerun the automation, then it reassigns. And so I try and keep it in Integra mat or Zapier, for for one of those reasons as well, it's very tough to kind of stay within pipe drive and do those automation things.
What what I was going to say is that I ran into a problem that led me to a similar solution that I thought would help here to have a dummy owner. Because sometimes you don't want to deposit something, you just want to deposit something, you don't want to push it on to someone else. So when actually using their Pipedrive and cluttering it, but you just want to deposit it somewhere. So with if somebody is leaving, it would be nice that it automatically ends up at john doe's pipe drive, fake user. So you have some ownership that is not actually ownership of somebody in the company. I think that would anybody else find that useful? Because I've ran into like two scenarios where I was like, it would be nice to have a fake account at this point.
We use that because this is a kind of an odd case. But we are in all areas of the country and the United States. And we know that at some point, we will be there. But as we continue to build our database within Pipedrive, we, I basically own them, so autom all of my automations are set up to exclude me. But then at some point, I can change them once we're in the East Coast to an owner. So for right now, anybody on the East Coast won't get so me more focused on marketing won't get like marketing communications, but we know we have that database available once we're there.
And you can never leave the company because you know your names attached to all of these.
Yeah, exactly.
That makes sense.
If I leave the employer would know. Yeah.
You know, out of curiosity, is there anyone for people are using Zapier so what I find, you know, I obviously the internal pipe drive automation was way too restrictive. This is why I went to Zapier in the first place and Zapier was very easy for me to understand and set up with with how it's kind of laid out and things like that. Is there anywhere that Zapier is a little too restrictive that you wanted to do something and either can't calculate a formulary can't change or whatever the case is or Zapier servings everyone's needs, because and the reason why I asked I feel like I maybe sometimes haven't done enough research where I just bailed on Zapier and went to Integromat because I couldn't maybe figure something out, because it kind of do everything everyone needs it to do.
No, I find that I found a bit of a loophole with appending data to fields. So for instance, when we run webinars, and it's specific about compliance, so we're in the cybersecurity industry and if we have someone who attends a compliance webinar, we want to update that interested services compliance then a couple of months later, we might do a webinar on GDPR and trying to append to that field I'm having difficulty with I don't know if anybody else has come across any instances where they they're able to append to a field and made it work.
Non Zapier that but that similar reason is actually why I ended up bailing and going to like an Integra mat is because I couldn't do calculations. So for example if I wanted you know to do very specific I wanted you know, something to update but I wanted it to update one hour and 15 minutes After the action item, or whatever the case is, or if I wanted to calculate, you know, Sunday plus five days, skip weekends type scenarios, that's where I went to Integra mat and it took, it took some time. And I'm still learning, I actually am still going through these Integromat support documents and all this stuff. But it's it seemed to me to be so much more flexible to kind of do that. Actually, Luke taught me something as soon as we were kind of we're passing it back and forth, and take your meds so you can go out to any API document and grab any kind of call point. And so we're Zapier only is is saying, okay, here's what I'm offering you up, it offers you this ability to go out and kind of create your own. So yeah, I was kind of curious. That's where it pushed me over there. And it was, it helped a lot. So I guess, you know, to kind of keep things going here. And just what are what are scenarios right now? What I think what we're talking about is what we find is that pipe drive can't do it. All right, and you got to pull and push information in and out of the system in one way or another. Is there any scenarios or things that you you know, you're sitting there and you wish you could do with pipe drive, maybe we can help each other solve a scenario, we can look at things and say, okay, you know, this is how we're having to do it, which is kind of a duct tape method, which is not the best way. Is there any ideas, we can kind of bounce around and say, How can we do this better? Or if someone has an automation, maybe that is like, this is amazing. And look at what I've implemented, maybe that would be a good way to kind of look at this.
I mean, technically, all of the things you love to do in pipe drive, if possible. Just one of the reasons you mentioned is timings. So it takes time for a pipe drive to tell something to zap here. And Zapier is like, Well, whatever I'm gonna do it when I have the time. And that's basically how they're set up. By default, I think we have the plan with Zapier where you actually should have a two minute tick, which is not even that quick. But it's nowhere near the reality we're dealing with for some reason, it may be it's a tick between I react to something, then I do something. And then it's so maybe my automations need multiple ticks, which is why it always ends up like between eight and 15 minutes, sometimes for an automation to trigger. But those are some of the reasons where I like pipe drive, I changed something, it is changed. I mean, I have to refresh the page. That's another deal. But it's it is changed immediately there is no pathway that the data has to go through where servers have to take time and react. That makes automations. Very easy to test as well. So testing automations is a very nasty thing with Zapier, especially in combination and our use case with panda Doc, because it has to actually do things. There is no test area, there is no fake document, you have to enter a real email address. And it triggers all the things it does. As if it were real, there is no test. So I ended up creating like 8090 100 test contracts that I sent between a colleague and mine. That was not the big deal while you're testing your following things, and you can just delete the emails, what I forgot was I had a reminder set. So out of nowhere, two weeks after we did all the testing, both of our email accounts were cluttered with, with reminder emails, and we're like, what, where's this coming from? That one of the automations mess up? Oh, no, it's those stupid test contracts. All of those things would be easier in pipe drive, if they offer more utility. And I think that's where they're, they're kind of hesitant, because they want to keep it simple. And I like that. That's why I fell in love with pipe drive in the first place. Not that I'm into it. I want more features. I guess that's always the way it goes. You like something because it's simple. And then you mess it up by having it try to do everything. But I'd love to send out useful contracts with Pipedrive for instance, that when the end user can fill out things, so that would open up forms, not even just contracts but you can like enter please enter this data inside that you did enter it impossible with the current sales tax which is insane to me, but that's how it is. So for me it has to do with features.
This is the Zapier not have the ability to use web hooks where things are triggered immediately or does it always just work on kind of like a cron where it's waiting every minute or every two minutes to initiate an automation?
I am not sure I'm sure Jeremy Do you know because from what I know it test ticks set up and
yeah so Zapier has has a based on your plan you get 15 minutes, two minutes and I think this is the refresh rate that it goes through. But I think the the automation can still be instant and someone correct me if I'm wrong, but I think that works. Sample an action item can start the automation. But then if there's a second action item that's that's where your delay may be one of the downfalls of Integra mat with it, unless you are pretty good with web hooks and API calls, you can do instant with web hooks for Integra mat. But not all of these built in scenarios or apps like Zapier would be an app has an instant, actionable item. And so you do have to put it on like a schedule, like every two minutes or every five minutes. And, you know, I know that externally that can be hard for for, you know, if you've got a sales guy who's waiting on a contract updating or waiting for a name of a deal that they We can't wait two minutes, you know, it's just not gonna work. So I've had to work through some scenarios with Tiger method where I have an action item instant, and sometimes that action item is just the trigger. I don't really care about the data or whatever, whatever comes from that. Yeah. Yeah,
yeah. No, I as the as the I don't know, if you guys know, it's probably German subculture. But the suape Ian's are known for being very careful about that money. So my question is, What What does Integra mat actually cost? Because that's still a valuable comparison to me.
Yeah, I don't I don't know. Cuz I don't use it enough. But we have like a basic like a really basic plan, I think, what is it like $10 a month or something? It's not even that much. Maybe.
That's it.
It's additional per, per order automation run costs. There are after after certain thresholds. I can't remember the the tears but but the thing with and I'm not sure this works this way for the Zapier as well. But there's two things that it measures it measures your data that you pull into the system. So how many megabytes of data if you go for a certain threshold, you have to go to a higher plan. And then it's also like the calls the number of automations that you have within within each What do they call it? operation or scenario? So So yeah, they I found that when I just did some basic calculations that it was much cheaper than than Zapier. That's why I kind of decided to go with that. And then I also liked the fact that it was a lot more customizable. So Zapier, I was kind of limited with some of the recipes or the automations that were there. But with the Integromat, I could kind of as Jeremy said, I just covered the API side of things. And I'm not a programmer, I'm not like I'm knowledgeable from the technical side. But if I, if I can read a document, I can learn how to do this. So I basically read the Pipedrive API and said, Hey, this fits really nicely into Integra mat. And it allowed me to build some things that were just not pre built with Zapier. And then, by using the API, I was able to get my automation way more efficient. So Jeremy helped me Jeremy helped me set up an automation. And every time it ran, it took about took about a minute to run, because I had 1000s of records in there and it had to process a whole and download a whole lot of data is like 44 megabytes every time an automation happened. And so if I have that automation happening hundreds of times per day, or per week, I quickly build up my, my tears, I would be paying more. But then by using the API, I was able to get it a lot more efficient. So I got it from four megabytes to process down to 11 kilobytes. Because I was the API allowed me to get really granular and say exactly what I wanted it to do, without having to kind of brute brute force my way through an automation. So it was it was quite eye opening to, to go through that process. And Jeremy really helped me kind of narrow down where I needed to look. And so that that's why I really, like I'm kind of sold on the Integra mat model.
The Integra neck model pricing, I just pulled it up the basic is $9 a month for 10,000 operations. And with one gigabyte of data transfer, and then it just goes up from there all the way up to $300 a month based on the operation.
Yeah. And realistically, I think for for our purposes, I think would be in the 10 to $30 a month tier. But you know, with that, with that example, where I where I was getting like four megabytes of processing, I would have had to go up to like the, probably the $99 a month here, but so it's just kind of, if you're able to kind of dig, dig into it a little bit more and get into the API's of some things you can save yourself a little bit of money.
And I'm surprised Integra mat seems much cheaper. I we currently run a bill of anywhere between 60 to $90 or so euros for for Zapier and we're not even using that much. It's not like there's hundreds of steps running a day and not even 10s of steps a day. It's a couple of steps each day on average, I'd say. And we're running anywhere between 60 and 80 euros. So we might be unnecessarily expensive.
It's a time thing to write like, How much time do you want to dedicate to learn how to do something? Yeah, peers working just fine for you, then, you know, might not be Yeah, time. Yeah,
if I if I calculate the time I cost, then you're probably right. Actual men hours are more expensive. I have a specific Zapier question. Maybe anyone can help me. It, I want. I am starting to get into activity triggered automations because I think I found out I like those a lot. because it keeps both a record of the automation that was triggered. And you can mark it as done once the automation is run, and you have it in the insights. So still someone did something because he triggered the automation, but you have a record of who did what. So those are great. Sometimes you want a very specific activity to be tracked within Zapier. So Zapier has this find activity function or something where you can say I want an activity to trigger something. First of all, I found out that Zapier cannot be like, already specific about that activities, just in general, every activity trigger set up here, and set here looks okay. And I need to filter now, which activity actually does something at which doesn't. That kind of confused me. And the second part is, if I want to mark that specific activity as done, is there any efficient way to do it because that that find activity thing really confused? Me, because I wasn't, I was never sure if it actually picked the right activity to mark as done or if it's just any activity that it finds with that specific text, as a title, for instance, and marks all of those as done and doesn't care if it's, I want the activity that triggered the automation, that specific activity to be marked as done and no other independent of title. I hope that was clear.
What is your trigger, I mean, safe, you created a filter and use the activity filter as your trigger. So you know that you're only looking at activities with a certain subject or whatever they are, and just trigger it on that. And then you know that it's only those activities that are going to be more
that Well, that would narrow it down to thing is the filter, I would have to the activity always has the same title. Because the activity with that specific title is what triggers the automation. So then all activities have that title. And I only want I want a matching. Basically, I want Zapier to take that activity, and do this and always mark this one as done. And I'm always not sure if that is what it's actually doing, or just taking any activity with that title. And marking any activity as done that has
that title is instead of using the activity name as the search key do not use like the UID like the backend ID for that item.
How would I do that?
I don't know. I'm not like with integridad. I kind of have an idea of how I would do that. But with Zapier, I'm not sure
what there is a unique ID
Yeah, Integromat, I would, I would have a listener listening for any change in activities, and then I would use the filter for any activity names. And then I would then identify, okay, here, all the activity names have changed. And each one of those has a unique back end ID. And then I would say, okay, you know, if this ID changed, then in some sort of action happened, and then market has done for that for that unique ID. Yeah,
you can do that. Except Yes, EPA can. I've seen those unique IDs hovering around somewhere, but I wasn't really sure if it worked. I think I think I accomplished what I was trying to do. But I'm really not sure and I can't test it. Since the typical use case is someone, just one person doing one of those activities at the same time, but not like hundreds of people where you run into the risk of automations failing because people trigger them all day.
This is this is definitely where we get like I think we're getting like real deep. And this is where I've had to like learn, you know, Integromat you got to get into like a level of like programming. And so when you go into, you know, pipe drives API documents, and you use your, your API key, you can actually test it. So if you guys don't know there's a website, if you go to developers pipe drive calm and you insert your API key, which it walks you through, it allows you to test on your own account, so you're able to kind of insert it and see Click Find activities, it'll list them, but then you can find activities that have this subject or find activity and it's a way to test as you go through Now, I know how to apply that back to Integra mat. Since I failed on Zapier. I have no idea where it even tuned anymore. But um, you know, yeah, that's that's kind of the route I'd go if you're walking down that otherwise the filters thing I've always found too, I have to circle back and do actively updating filters. So I have to do you know, title equals whatever it is, but also based on today, right, you know, only a day and my today's always active. So anything that enters today, then Zapier graphs, today's Zapier
code that is really smart. Yes, you can actually do that with filters that have relative info as well across then pipe drive automatically updates the filter, it's the relevant one, that's smart, I found filters, in general to be a good fix for basically anything. Oh, it doesn't offer the functionality to find this and this or trick, again, this way being insights are limited. Depending on what plan you have, while just use a filter, you get all the info you want unlimited and unrestricted. And then you can still export it somewhere and make a graph out of it if you want to visualize, but those filters are powerful and pipe drive. And it might be a workaround here as well.
Yeah, yeah, we've got a lot that start, I just keep them as private filters. And I start with the word automation, but I've probably got, you know, 10 or 20 of them, they're just automation and no one touches just for, you know, waiting for data that insert into there as well. So
that's like your T automations. Right look, or what was the letter you used,
I used the T for trigger on any task that triggered an automation, usually the automation was taking a deal to the next step. So after I finished the last task in in a particular stage in the pipeline, it would then automatically move it to the next stage and the additional tasks that need to get done in that next stage of the pipeline. Yeah. But we don't we we use the internal pipe, our pipe drive automation tool degrade those
works for most our needs as well, for pipe drive internal automation needs, that is, yeah, but we still have the issue where we have so many, like we were on the standard plan or whatever. So we can only get 60 or 30, automations, I can't remember what what that number is. And so if we want additional automations, we have to use somebody else's pipe Drive account to create those additional, you're starting to chain automations within themselves as well, whenever you can. I found myself trying to do that, if I want to do something, it's easier to do it with like three automations. But if I try really hard, I can fit it into two or even one automation that does all the things in order.
Yeah, will will generally like the most complex automation that we have, I guess it's just you know, when a task is finished, it triggers moving to the next stage and then creating maybe six additional tasks on top of on on the one automation. So we don't create different automations. For every task, we just, we can have a set formula. Yeah, we need it kind of curious, what are all the tools that that all of you use for not just automation, but are what what are all the pieces that you want to be connected to want to have connected to Pipedrive? So I heard you mentioned a few of them, which are pretty interesting, like clearbit and our funnel, we on our side we use we're just two things really, email octopus, which is kind of similar to MailChimp, and zero, our accounting software so we can create invoices and things like that. Are there any other tools that you go through? Oh,
you just gave me a great segue. I appreciate that. Luke. My name is Betsy Ferguson. I'm new to your industry. So I'm speaking you're speaking foreign languages to me today. But I'm happy to be here. And I work for the Odyssey project in we just interface with pipe drive happily. So if you go to the marketplace you can download. We are invoicing, accounting, billing, employee timecard, management, you know, data analytics about your sales cycles and funnels. And we are a free software opportunity for you. And so when we were able to integrate with Pipedrive we got really excited as an opportunity for the Pipedrive users to be partners with us.
All right, hi, Betsy. Thank you. Really cool. So it's basically is it a mix of human resources and accounting? Did I get that right?
Absolutely not human resources, there is an employee clock in functionality that takes you to one place for all your data, all your invoicing, all your billing, tracking your own sales through your credit card processing. There's also a CH functionality if you don't operate within the credit card world. So it's quite a nice group of services, we've been accused of boiling the ocean, and trying to do too much for too many people. But those customers who do use our services in an integrated fashion, love the fact that billing and expense management and text to pay for those AP outstanding AR is just a beautiful software. So we're called the Odyssey project. And you can find us in your marketplace, but on the Pipedrive web platform.
Alright.
It's called ROI commerce. And so what I'm not really going to talk about today is something called Roy bank, which takes you to another level, which is the frictionless transfer of money. So in other words, we're getting rid of all those hands that are in the middle of grabbing revenue. And it's frictionless exchange of commerce through a blockchain technology. So that's, that's happening. Right now. We don't have any beta partners in the ROI commerce in the ROI, money exchange right now. So we're just operating within the accounting, billing, invoicing. timecard text to pay environment right now, which is available through vetrix through Pipedrive.
Very cool.
Is that clear? Is that clear? Is that am I being clear? I'm not sure.
I get Yep, totally. I just throw it in the chat, actually. So everybody can look on the marketplace if they want to see that. It's ROI paying Right. Yeah. To see project.
It is Jeremy. Yeah. Very cool. So we're a startup, we're two years old. And there's no fee, so you can collect payment, you know, with no monthly fee, you will of course, pay the credit card processing fees and your acth transmission fees. But all that software is available to you at no cost. So
thank you.
Thanks for letting me do a little blurb there? For sure. Yeah, sure.
I mean, it connects to to at least the General Pipedrive. Universe, I want to call it.
I'm really quick. I'm really curious. I mean, is that something you would segue from your Pipedrive environment to I mean, is that something that would benefit your organization's
since we run a very separate building that is connected to our entire ecommerce situations, so basically, we use pipe drive to acquire customers. But we are not selling to those customers, we are selling to the end customer for the customer. So then it kind of gets mixed up with our entire ecommerce operation, which is pretty huge at this point. So for us, it wouldn't necessarily fit but for any company selling to its customers. The usual in the usual order. It of course, would fit the bill, but didn't really think Yeah.
Right? No, I was just gonna say, first of all, for somebody like this, it might, it might fit the bill. Like it really just depends on the feature sets that you guys have. But But yeah, we're, I'm kind of curious, too. You might not know this do have an API that. I mean, you must if you already integrate with Pipedrive now, so do you have Do you know, if you have an API that is accessible to things like integrate integro matters, apear or Zapier?
Um, you know, that's a really good question. And greiss is a founder and, and developer. So if you're willing to share your email, Luke, but I'll just have him reach out to you. Okay,
I'll take a look at your site.
Yeah. Right. So price is 40. Young in me.
He's 24. Yeah, he's, yeah, he was just written up in Austin's top 20 Top 25 under 25 in tech, so he's, he's, he's amazing. And he's a good he's a good guy. I've been mentoring him for five years through Baylor University relationship. And he's he's setting that. He's, he's amazing. And we're hungry, and we are hungry. So we will do somersaults for you? If should you give us a look?
I know that, you know, I think everybody we've had on these calls is always looking, you know, for more solutions, better solutions, better ways to connect and use new systems. You know, if we were, I think people who weren't willing to try new things, we'd be using Salesforce or we'd be using something that wasn't so you know, was the cookie cutter of the industry. Salesforce is the only CRM that exists. And so you know, when you get a group of drive users, you get people who are willing to really be creative. So that's cool. Thank you.
We really go the extra mile for those who we serve. So thanks for that. Comment, for sure.
In terms of integrations, we the one we're actually implementing, within the next week or so I don't know if it'll benefit everyone, depending on your industry. But anybody who likes to capture prospects through business cards, we're integrating with snappy, which is actually like not I don't think like I know, Pipedrive has like their own card reader. And we've tested that and it wasn't strong, especially in capturing the accurate information and mapping them to the right fields. So snap it and we've also tested with cam card and snap, it was the was the winner over those three. And I'm guessing it's actually a French company. But that's the one we're integrating with now, we're actually a pretty small company. So I'm the one trying to identify more needs and how to make everybody's lives a little bit more efficient. So that's why I'm on this call, mostly just understand what everybody else is doing. And hopefully we'll be there someday. We don't use Zapier or Integra mat yet, but I think it can be definitely a solution for us in the future. We also use religion, we we move from MailChimp to mailgun so I I'm the one who implemented and executed that So, so far, it's going well, I'm definitely have some, you know, things that I don't like but we're working through them. And then I think that's really it in terms of integrations I want to also look into and it's on my list. I think it's in cycle and Jeremy for the duplication and
that that's a big thing for us though.
Yes it for us now I just started within cycle as well which is why I created the topic about it in the poll unit. Cuz I'm really confused within cycle right now and I'm but I'm really excited for what it obviously can do already. Sorry, look,
I cut you off. Oh, I was just gonna ask as curious about snapping in like your use cases, it's something that you would give to people when they go to a conference or
so we are in the law enforcement industry. So, um, deals for us are and that's why we don't really work with like panda Docs or contracts specifically integrated right now is because everyone is so custom. Um, and yeah, so we are a video visitation slash visitation call solution for inmates things like FaceTime. And it's, it's a way for people in jails to speak their family and friends. So our main target is sheriff's. So yeah, we go to a lot of like conferences. And that's where we capture the information most the conferences and like as they sign up, we'll kind of say like, if you know, attending this conference, or sharing your business card will opt you into marketing communications. So yeah, so we really just work with the fields that are in business cards, and those are the main fields we need. Um, but there is like a solution if you want to enrich your data. There's snappy, I think it's called data quality. So it kind of also is a snappy feature, but you could you can purchase that as well. And it's, it's kind of like integrating with like LinkedIn or just different websites or just like the World Wide Web and cross referencing the information and making sure the information you have is accurate, are up to date. So if you have existing contacts within your pipe drive, I can kinda look for those and say, you know, there's an update here or this person's position has changed. So it's using existing data that's kind of aggregated, and then enriching that. But our main purpose, and what we're signing up for is just mainly the card scanner. Um,
so yeah.
So when you when you scan it, you push them in as a, as a deal slash contact and company.
Yep, exactly, we push them in as a contact, I'm sure you can set up something that goes right to the deal. But for us, it's, it's good to have him as a contact. And then, um, yeah, it's great, because within the app itself, it has like a pipe drive icon at the top, and it will say like, red, red, so if it's red, red, that means your organization has a duplicate, and that person's a duplicate. And if it's green, red, it's, it's, you know, one is new, the other ones existing. So you can kind of tap on that, and then make sure or edit any information or allow only the contact person or organization, so you don't mess up your organization. So for us, we have all our organizations already pre populated, because we know what, you know, what, what facilities are out there. So we'll never want to really add one, we'll always just link it. So at that point within the app, you can also link it to an existing organization. So it's pretty cool, our guys are loving it, everything they've had to do up into this point as manual. So they've basically taken off, you know, 2030 cards and gone back to their desk and adding it to Pipedrive manually. So this will, will be, you know, great for us. And I know for them, they're really excited, because that's one of one of the things that my CEO and and as marketers are frustrated with is that we don't get new information from them, they kind of withhold it, because they are only adding people they really want to so
I'm looking at it right now. Sorry, I the only other one, I use Luke besides what everyone else says I use QuickBooks instead of zero. But phone systems, I use ringcentral for most of the orders and dealing with, I used to use a tried just call I've tried a simply a much smaller company. And even though they have native integrations, it wasn't a good experience. So I mean, what I found is sometimes even though it's in the marketplace, it's not necessarily integrated as much as I'd like. And so I use ring Central, and then I use Integra mat to go through and push through the data into into Pipedrive. So
as our call integration system, so that's working quite well.
What was the name of it? I'm sorry, Ted Talk. Cloud talk, okay.
And call quality and things that just call I had so much trouble with call quality, that we went away from it. But cloud talks working well for call quality?
Yeah, I mean, it seems to be fine. The only limitation I had with cloud talk is when we were trying to capture through them what converts, if someone's coming through, or talking to deals, being creative, kind of to close that leap. If no number did not match exactly what it was in Pipedrive, maybe the area code or something was and it was it's a bit fiddly, trying to try to get the deal to, to what converts sort of medium. So. But in terms of sort of the core functionality, it's working fine for us,
in terms of the data that you use with the system. So you mentioned being able to track your conversions. So how would that what's the process though? Like when you make a call, it records this as a call within pipe drive. And then if the lead converts down the road, then you're able to see okay, it came from this call, like how to how does that Dataflow work for you.
Um, so basically, when it goes through what converts, I'm not exactly sure how that there's that link from Cloud talk to what converts and how that picks up. But it does link it back, but it only links it back to the person record. So then we've got zaps, which will then push that into the deal, because obviously you can have multiple deals against one person. So yeah, that's kind of how we do it. But yeah, entirely sure, like the technical bit in terms of how what convert picks that up as a cloud talk, kind of qualification.
But I'm really curious about that as well. I think we're gonna have a topic especially about calling outbound calling, but I'm really curious, does it record the call automatically as an activity? Yeah, that is amazing. That is what exactly what I'm looking for right now. Because I'm I'm an outbound calling salesman. And I have like anywhere between when there's lots of other stuffs stuff. And I'm basically my own pipe drive CRM admin for the entire company. It's like only 20 calls, but it goes up to 60 7080 calls in one day, and really saves a lot of time if you can have that automatically tracked.
Yeah, I'm, I'm also curious about incoming calls and having pipe drive automatically bring up the
deal. Yes.
It'd be really nice. Are any of you guys aware of anything like that? Or can that be done with any of the integrations that they have?
It works with ringcentral doesn't have a approved integration, it's an approved app, but it's made by a ringcentral. employee, if you go to GitHub, they, they have an extension. And so as long as your browser is up, and obviously you know, you're open to any page on the browser doesn't have to be pipe drive, as the extension will run, and then it will pop it will call pop the contact and pull that into what just called did it too. But again, it wasn't worth the pain. person I know actually, legendary mo that said, they did it with any third party through Integra mat, because there's an extension to where it can push info into Chrome. But I think it's just kind of a, I can't imagine that would work that great. So
yeah, I'm really, I'm a really frugal person. So I didn't even get any of these services, I just use voice.ms and then have like a downloadable soft phone on erase devices, and it works fine. But it would be really nice to figure out a way to tie the like to use a service that like this, that would be able to actually do something useful for me. So for us like it, I'm not too concerned, we don't really use phones for converting leads or anything like that. But we do use it for supporting our clients and being able to track how often they're they're calling for support issues would be really, really handy.
For me, the issue is I want to use my heart phone, and I'm bound to use the same software that kind of connects our heart phone to our entire IT system as the rest of the company. But I would love still, for there to be an integration that at least tracks my calls. But it's not my dialer. And those two things separated, I could not find so far. And I'm not sure if they work. If you do not use them to make the actual call, you just want them to plug into the system that is currently working. That's that's kind of why I have run into a barrier there.
A lot of times with hard phones, if there is a back end now even if there's a billing system where it shows each individual call and the time amount, there's something somewhere that can either scrape it or log into that. And then later on, it may not be the same day, but at least later on, you'll see that activity and how long it was and, and that type of thing. So I've seen some of that as well. Is there any you know, going back to Zapier and Integromat? Is there any systems that people have when they jump external? And they don't? They aren't connected right now? I mean, is there anything that you guys jump into external systems that you have, whether it's your sales team, or you yourself or somebody uses and they they don't talk to each other? And it's still a manual process? And be curious to know if somebody has something it's not connected?
Yeah, right. Now we? Oh, I'm sorry. No, no,
I might be related to your question, then also back to the phones, because I actually have kind of ignored this topic, because I didn't really understand it. So because I'm marketing and that sales our sales team does, and mainly focused on like cold calling, and cold emailing. And I was wondering, like, I'm kind of thinking like, what are you guys's use cases, so I can bring them to my CEO, because this is all day every day. And if I could integrate that, and help them to your point, like, add it as an activity already, because they have they're manually adding all their activities like and this is something I co tracks like, oh, how many activities do you have planned? How many are you done? If there's a solution that I'm just not understanding based off this topic? Like, I think this could be huge. So just wanting to kind of if you guys can tell me how you're using it and
why I'm curious, what initiates the creation of those activities? Like how do you get, like your list of activities in the system in the first place?
You guys literally manually put them in activity,
but what what what triggers that manual input? Like what what like,
what they're doing, like their activities, specifically? Yeah, so it's like a call an email to a prospect. It's,
um,
a meeting, um, trade show, which
sounds like once you get a prospect and you kind of need to establish I hate the word but a funnel?
Yes, exactly.
Yeah. Or like some sort of email cadence or phone cadence. Yeah, call every week or something like that.
Yeah, yeah, exactly. I mean, they all have our different approaches. And what works. But it's really kind of, you know, taking them down the pipeline of like, okay, where they're still in this one, we can't get them to the disk, we need to set up a discovery call.
Yep, exactly. So it sounds like you need to kind of automate that framework on how you get them through the funnel, like, what are the rules, if they are interested in this, and you push them into this line or like, that sounds like you kind of need to establish. I don't know, if you call them separate pipelines, but separate tasks based on a set of rules that you have is it sounds like, like, a big flowchart that you have to make
standardizing the data.
That's harder, easier said than done, when you have sales of Salesforce who has their way of dealing with things and you know, they're manually entering it into pipe drive, and that works for them. So I'm not sure if that's the way to go for in your case, because you might have just a different culture of how your sales team works. Yeah, but how do you deal with that justice? Like, I'm assuming you have similar? Like, you do a lot, you have a lot of phone calls? And so do you have a set set of rules? Or does every salesperson have their own way of doing things?
Um, my experience is limited. Due to my age, I have not seen all types of salespeople in all types of companies. But from what I've seen, and I've heard, it's not really dependent on the salesperson more than on the customer. In every kind of use case, you have so many different types of customers and and prospects, that it really depends on them. If you care enough to like kind of maximize, which is what every sales person does, that has ambitions to maximize your output for your company, you really try to figure out your customer, the best way you can infer me, it varies, I have some deals that are hugely important to our company. So I do not give up on them, even though I otherwise would if it's a very small company. And therefore my activity activities vary a lot as well. So the the amount of phone calls I make the quality of the emails I send out, like many deals, I just cold call, I don't even look at their website, I don't care, it's the same conversation any time that just go off of what the person is telling me. And sometimes it's like, oh, well, this company makes a 30 million a year in revenue, I kind of should care. And then I investigate more. And then it's like, maybe I go slowly, one email, then maybe an actual physical mailing, or something, and then the first cold call or lukewarm call. So it's dependent on the customer, at least from what everything I've seen. And it's not possible to really automate it in any significant way that I could imagine,
we have a couple of processes in place for so every time a new deal is created, an activity is automatically created for the owner of that deal. So it's like just the initial discovery call. And there are several stages and like, just as you said, but mean, it really does depend on the the organization and even each salesperson has their own kind of methods and techniques. But what we found was there was a particular stage in the pipeline. So where we could potentially have introduced a bit of automation, like a sequence campaign to kind of trigger based on if there's been no planned activity, or there's no activities created a certain number of days. And then that would then put them into an automation and then kind of the sequence emails would roll out. So that's useful.
Now we do something similar with our last leads, like just people who, who were interested at the time, but they were interested in keeping in touch, we kind of have that system automated in terms of just sending out regular communications or like a yearly phone call just to kind of check in and see what their needs are.
Now when you say like a sequence of emails, is that more like sales based template emails that you have in pipe drive, or is that with integrating with like your marketing email?
It's there's a combination. So we've got some campaign marketing sequence campaigns. So for instance, in Jan, we had our annual report launch and we did a series of sequence campaigns based on different behavior click behavior, they would go down path.
Oh, no, no, sorry. You cut out for like five seconds. Oh,
sorry.
Is that way is that what you use? Oh, Follow for both campaigns,
we use this as the first time we use MailChimp for the journey campaigns. So because you can have different paths without funnel, it's kind of just an automation one after the other. So it wasn't slick, whereas we wanted to, to base it more around different products. So if we found that somebody was more engaged in a particular product, and they click the email, then they would get product related emails, the sort of sequence emails would follow on from that product. So yeah, it was through MailChimp. But then there are instances
lost forget
it on the sales journey, then for say, X number of days, no activities, then the the trigger would the emails would trigger from Pipedrive. Okay,
yeah, we are we so my team is my company's interesting is like a lot of the sales guys don't want us touching their pipeline. So basically, the the the ownership is I own on on dealed people, I made that order up by like anybody who's not within a deal of a pipeline I own and then particularly one stage, which is leads, which is our first stage, and then anything else down the down the, I guess, down the funnel they own. But I'm trying to get them to loosen that up a little bit. Because definitely there's there's value in marketing, especially when they you know, it's not manual like and again, send off like, very thought, thoughtful communications to based off specific rules, like don't have an activity planned or things like that. So
it surprises me that the defending it that much. Because if you end up routinely doing the same thing, the same thing, the same thing, like you should be very happy if someone can automate that for you. Like, I think what what could be useful for you, we have that stage in our pipeline, actually, which is kind of almost depressing, but it exists on hold as a stage in the pipeline. Because so much, we end up moving back there or right away into on hold. So that might be a useful stage for you to use where your marketing automations can kick back in. So the salesperson, like consciously puts it there. Since I Well, I'm kind of stagnating here, I'm not really getting through. But let's keep them in the loop for this in this marketing, emailing campaign or something. Yeah, I can at least even imagine that for our company as well, that would make a lot of sense.
I did something similar with that. But I did a different last reason, instead of having a stage because the the negative of having a stage is that if they come back up, they won't be in the stage they were in originally. Because you change the stages along the process. So I created last reason that the would have follow up activities on it. So they're out of the pipeline, but then not just the last reason has different categories and have different filters for the last.
That's a really smart way to do it. That's a great suggestion.
And then I have had filters that I check on to make sure that certain whatever those last reasons are on falling through the net, because obviously, once they're lost, they're kind of actually they are out of the system, but I have sales guys have like to have like a future activities on them. Wherever the reasons are. So I just check occasionally on the filters to make sure that there's none that don't have activities on your
belt within pipe drive. To check on that. Yeah.
Yeah, yeah. So I will just a really standard filter of like, show me these deals that are lost with these loss reasons. And then like this this like the selection of loss reasons, and then probably exactly, but something Yeah, that doesn't have an activity or something and then they do brings up
what do you do that like once a month manually? Or do you automate that process?
Yeah, I'll just dip check. Once a month. Yeah. I haven't really found that the issues but that, as I said, the renovate I did that way was that they and if they do come alive, and we convert it back to a live deal, then they're back in the pipeline where they were from, where what state they're at
exactly where they started. That's cool. That's very smart.
Just this quick question, I don't know if anybody else has this like frustration. But when you do a call, you kind of have an activity when you log the call. So you can select like if it's a follow up call if it was like a discovery call. But with emails, there's not an activity they're just like stuck in your in your log. It's like there's no it's I've had it I've had it difficult unless sort of assign an activity to an email.
Ah, you mean for the actual email as it gets locked. You want to kind of package it With an activity instead of like having both the email and then the activity called yeah. Oh, yeah,
that seems really weird that that's sort of an oversight from Pipedrive from me, unless anyone else have this issue affordable way around it.
Oh, yeah,
that, you know, if you have a call, let's say we have a discovery call or a type call, you know, you have your ad appointment, it's all in an activity, you have to call, you write notes, you kick markers done, it's fine, then sometimes that could be an email, like an activity, if it's a particular stage, you could have some type of information or email or whatever type of email it is, but they're just email, it just gets put in the text. It's not not an activity, things have no function of activities at all.
Yeah, that's, that's really, that's true. And they could make it so much easier by just having the actual email happen within the activity. Like for instance, you could make I create an email that's timed then and then and then you just click on the activity, and it opens up the email. And then you send the email, which automatically marks the activity has done or so there should be, there's multiple ways you could do this. But you're right, it's really stupid, we actually have that problem, because we have some sales people or some people who also did sales that were like, I don't like cold calling, but I can do some good emailing, here and there. And I at least like to in between keep touch via email, not always my calling. And they ended up having no trackable activities, or like they had like 10% of my activities, because I locked my calls. And their emails were just happening, but not an activity, because it didn't make sense for them to like, it's too much work about work, they write the email, they send it and then they have to create an activity and maybe even type notes are not in the market as done. So it messed up insights and everything. So you're right, that's really, that's really that would be useful feedback for Pipedrive, they should be listening in on this.
However people manage that situation, or is it just sort of, you know,
people get on with for, for any emails that we have, like, they're kind of not scheduled emails, but they're related to certain stages in the pipeline, we just create tasks. So that in the task says, create an email and send it like that sent this email out to that person. And so that's, we just then use a template, we repopulate any additional information in that template that needs to be inserted there and send it out, and then just check off that task is being complete that email task. So it'd be it'd be nice to say, okay, instead of a task, just have a email activity that automatically populates with the, the template and then we modify the template and then hit send. And then as soon as you hit send, it automatically says that task is that email task is done. We didn't want to have automated automated emails that just get all set automatically on a on a trigger, because this, you know, shit happens, we not everybody's the same. So we wanted to be able to customize each email that goes out. But I think I agree with all of you guys be really good to have like an email task, that automatically brings up an email editor, when you go to complete that task, and then you make any adjustments. And
then you can even keep it in the UI, it really makes like a call down here another call, and then you create the activity email, and it's just like, within the window, it works. I mean, you don't have to have full screen emails. I hope you don't, because you might be using the wrong otherwise. So yeah, it's, it's surprising.
I mean, you have an email task. Like there's an there's an opportunity to create an email activity, right? Yeah, but yet it's empty, it's empty, you can't do anything with it. Really? Yeah,
you seem to mess up my my flow charts really, because certain activities which were also emails, I never was able to get into link nicely.
We have we have similar trouble with the color as well, I mean, the color you can create a call task but if you're using an external color, like a ringcentral it's hard to get it to not only input the call as that call task and complete it for you. It's it creates a separate activity a call to activity and sitting there that I have to complete so now I'm duplicating and so it same thing with email, you know, if I've got an email task, let's say I might have done that email but then I complete it I've got now an activity and my email separate entities they're not it's not a it's not a synced solution. So
there's no way for Integra mat to very
well actually, I was talking to somebody about it there is but it's it's very, very difficult because it's hard to say okay, this is the one you know, and same thing with the color the if you use the Pipedrive internal color it knows and it does actually input and it's not a deleted call or an activity it's it's it's hard put in there like an email list. But if you use external stuff, I think I don't know how you do that with email, but it Look around, it just doesn't work.
Alright? Just to like keep things neat, and also the recording kind of watchable. We hit basically a good hour, I think. So far, I'm not cutting us off for those who want to continue the conversation with specific topics. And I mean, we already deviated from automations quite a bit. And I think that's fine. That always has been the case with our with our conversations here, we just pick a problem and then all try to fix it together sometimes. And I like that actually. Feel free to stick around for more topics that you want to discuss. Otherwise, I'm really happy that we've grown so much from the last round table to this one. Last round table was, I think, just for three, three or four people. And now we're up to nine. So I'm really happy you guys joined even like silent listeners, that's fine as well. And thank you very, very much, everybody for coming, contributing. And I hope this keeps rolling and gets bigger and bigger and gets a forest within the Pipedrive community. Thank you very