Pipedrive Assign App Overview

The Assign app supports the following Pipedrive item types:

• People
• Organizations
• Deals

You can select the type of item that you would like to assign at the top of the module.

In the RevOps Acceleration > Assign app, select the Pipedrive database and item type from the top menu, then explore the templates for an existing solution that may be close to what you need.

In Step 1, on the Filter tab, select the Field to work with. Use the Condition to set the rule that the data in the selected field must meet. With this filter, you're telling Insycle how to segment the items.

In the example below, we are looking for people with the Organization "Binswi" that don't currently have an owner.

Under Step 2, select the Field you want to assign. The field options are limited to reference fields, which include owner properties. You can set up rules to automatically assign across several owners.

The Rules give you three options for how items should be assigned:

• Balanced: Looks at the potential owners and checks existing load allocation based on how many prospects are already assigned to each user, then distributes the new items so all users wind up with the same total number. Select the Period the new items were created- only these will be distributed.
  For example, say 24 items came in this month that needed to be assigned—initially, Jane was assigned 10 and John 5. When the operation ran again, the Balanced rule gave Jane 2 and John 7, so they each wound up with 12 over the course of the month.
• Weighted: You can manage weighted distribution by adding multiple rules for different assignees or groups. The Weight value is the number of items to be assigned, rather than a percentage. The items are distributed round-robin to each assignee by the Weight number, rule by rule.
  For example, if the first rule says 2 to Joe and Josephine, and the second rule says 1 to Jane, the assignments will cycle through assigning 2 to Joe, 2 to Josephine, 1 to Jane. If there are more than 5 items, it will then cycle back to assign 2 to Joe and Josephine, and so on.
• Even: Assigns in a cycle, round-robin style through the names in the order listed, 123, 123, 123. With a saved template, Insycle will remember where it left off and continuously distribute items evenly among available assignees. For example, if 19 items match the filter and you want to assign them evenly across 3 owners, the Even rule will split it as equally as possible so the three assignees will wind up with 7/6/6.
• Random: Without looking at availability or workload, this will assign items randomly, like rolling a dice.

When using the Even or Random assignment rules, you can set limits to prevent overloading team members using Assign Per Rep and/or Cap Per Rep in the Advanced tab. Learn more in the Advanced How-Tos below.

In the example below, items will be routed in a balanced way so all owners wind up with the same total number.

Preview Changes in the CSV Report

With the filters and assign action set up, you can preview the changes in a CSV file. It's important to verify that your changes are working as expected before they are pushed to your live database.

Under Step 3, click the Review button, then select Preview in the popup.

On the Notify tab, add any additional recipients who should receive the CSV (and make sure to hit Enter after each address). You can also provide additional context in the message subject or body.

On the When tab, click Run Now and select which items to apply the change to. You can choose All, but if you have a large number of items, it's best to select a subset for testing. Then, click the Run Now button.

Open the CSV file from your email in a spreadsheet application. The columns include (Before) and (After) values for the selected owner field; (Assignees) shows the users chosen; (Available) indicates which assignees are currently available based on the availability settings.

If the results don't look the way you expected, go back to your filters and assignment rules and try making some adjustments, then preview again.

Apply Changes to Pipedrive

If everything in your CSV preview looks correct, return to Insycle and move forward with applying the assignments to the live CRM data.

Under Step 3, click the Review button again, and this time select Update mode.

On the When tab, you should use Run Now the first time you apply these changes to the CRM.

After you've seen the results in the CRM and are satisfied with how the operation runs, you need to save your configuration as a template. This will let Insycle keep track of the assignment history and availability.

Return to the Template menu at the top of the page and click Copy to save your configurations as a new version of whatever template you started with. Then click the pencil to edit your new template name.

To set up automation so this assignment operation runs on a set schedule:

Under Step 3, click the Review button and select Update mode.

On the Notify tab, select the send option appropriate for your automation: Always send, Send when errors, or Do not email.

Add any additional recipients who should receive the CSV each time the automation runs. You can also provide additional context in the message subject or body.

On the When tab, select Automate and configure the frequency you'd like the template to run. When finished, click Schedule.

By automating with a template, you'll save time and ensure that your items are assigned consistently on an ongoing basis. 

Create a template for every segment and combine them all into a Recipe for a full routing and assigning solution.

When you have a solid set of templates that reliably assign your items, you can put them together into a longer, ordered sequence as a Recipe. Then, you can schedule that Recipe to run on a consistent, set schedule. Your templates will run one after another in the order that you set.

With the Activity Tracker, you have a complete audit trail and history of changes made through Insycle, including processes run in Preview mode or data syncs. At any time, you can download a CSV report that lets you see all of the changes that were made in a given run of the operation.

Navigate to Operations > Activity Tracker, search by module, app, or template name, then click the Run ID for the operation.

When using the Even or Random assignment rules, you can set limits to prevent team members from becoming overloaded. The Advanced tab offers two parameters that can be used individually or in combination:

• Assign Per Rep - Enter a number to set the maximum number of new items that can be assigned to each owner per operation.
• Cap Per Rep - Enter a number to limit the total number of items an owner can have assigned. Before assigning new items, Insycle checks each rep's current assignments to ensure they don't exceed this cap.

You can set either or both of these parameters as needed.

As an example, let's say you have selected three owners: Skyler, who currently has 6 items, Chris also has 6, and Jessica has 3. Your Assign Per Rep is set to 8, and Cap Per Rep is set to 12.

When the assignment operation runs:

• Skyler will be assigned 6 more items (reaching the cap of 12)
• Chris will be assigned 6 more items (reaching the cap of 12)
• Jessica will be assigned 8 items (as per Assign Per Rep, totaling 11)

In this scenario, 20 items will be assigned. Any additional items won't be assigned until the next operation runs (they'll show as "Not assigned" in the CSV).

Remember: The tool will respect both the Assign Per Rep and Cap Per Rep limits, assigning the lower number when both are set.

If you don't see the user you need in the list of assignees, you can add any of your Pipedrive users. Navigate to Settings > Availability and make sure you have the appropriate CRM selected. Then click Add Assignees and select the users to add.

Learn more about using the Availability feature to enter schedule info for assignees.

If one of your assignees will be away for a few days, weeks, or more, you can easily prevent new items from being assigned to them from the Availability feature using the Unavailable toggle. This will make the assignee completely unavailable when your saved Assign app operations run without needing to remove them from your templates. When they are available again, just switch the toggle to available (yellow), and all workflows will resume as before.

To preview what Insycle is looking at when distributing items, open the Group & Update module. Under Step 1, group by the owner field, then click Analyze. Scroll down to the Record Viewer and sort by the Count column to see which users have the most on their plates.

This can help you decide who to include in an assignment template. You can save this view as a template and return periodically to keep an eye on the distribution.

Learn more about using the Group & Update Module.

When working with Pipedrive, for every Insycle operation that updates or creates a record, the Run ID will be updated in the custom property, Insycle Run ID. 

When using an Insycle Recipe that includes templates for more than one object type, such as organizations and people, the same Run ID will appear in both Pipedrive records.

If the Insycle Run ID doesn't already exist in your Pipedrive database, add it as a custom field with the label "Insycle Run ID" to each object type as needed. 

This object label is the only requirement for the integration to work properly. It's not dependent on the internal name or underlying API field name.

Yes, you can segment data using the filter and assign people based on any field in Pipedrive.

Under Step 1 of the Assign module, set the segment criteria using the filter.

For example, by region:

Industry:

Or revenue:

Under Step 2, assign the matching items to the team members who handle this segment.

You can create a template for each segment and then have them run together automatically by creating a recipe.

As long as the user has an account in Pipedrive, you can add them as an assignee from the Availability tool and enter their work schedule information. This does not affect the cost of your Insycle plan.

See the Assignee Availability article for more info.

When you run your Assign operation in preview mode, nothing really gets assigned to anyone, so Insycle won’t track these sample assignments. As long as you are using a template, the next time you run the operation in Update mode, it will continue from where you left off the last time you ran in Update mode, whether this is done manually or through automation.