Link People to Organizations in Pipedrive

How to Link Pipedrive People Contacts with Organizations

Matching people to organizations in Pipedrive is critical for maintaining order and giving your teams a complete picture of every account. Your marketing team relies on these details to deliver high-level personalization for prospects, while your sales team needs to understand these relationships for context in sales conversations. Without proper links in place, you lack vital information and potentially miss big opportunities.

Insycle's Associate app allows you to detect and link Pipedrive people with organizations in bulk and automatically.

Process Summary

  1. Filter the people contacts down to those you want to link.
  2. Set rules for making the links.
  3. Copy a value between the linked records (optional)
  4. Preview the changes and apply them to Pipedrive.

 

Step-by-Step Instructions

Step 1: Find People Items That Need Linking

In Insycle, navigate to the RevOps Acceleration > Associate app, select your Pipedrive database, and the People record type in the top menu.

Explore the templates for an existing solution that may be close to what you need. The pre-built template, Link People to Organizations could give you a good starting point.

Under Step 1, select Fields you want to look at and Conditions you want the values to meet to determine whether to include or exclude an item from this task. With this filter, you're telling Insycle what records you would like to update. 

When you click Search, Insycle will list matching records in the Record Viewer at the bottom of the page. You can modify the columns using the Layout tab under Step 1.

associate-pipedrive-people-to-organizations-record-viewer.png

Step 2: Set Up Rules That Will Create the Links

Under Step 2, define the rules for bulk matching the two item types and making the appropriate relationships.

In the first row:

1. Action tells Insycle what to do to the records surfaced in Step 1. You can Add or Remove a link between items. 

2. Association specifies the type of record you want to create the relationship with. In the example above, People will be linked to Organizations.

3. Click the Organizations Filter button to limit the pool of target organization items to those that are a good fit for this task. In this example, Insycle will only consider organizations for linking if they have a domain value in the database.

In the second row:

4. The Field Name is the field from the source record (in this case, person) you want to try and match with the target record (organization). In the example above, the Email Domain value from the person record will be used.

5. The Match Field is the target field to be matched with the source record. In this example, the Domain field from the organization records will be analyzed for a match.

6. Comparison Rule tells Insycle whether the values between the person and organization items must be an Exact Match or Similar Match. In most cases, you'd select Exact Match, but you can learn more about these Comparison Rules in the Advanced How-Tos below.

7. In the Ignored field you can specify parts of a field value to ignore, such as specific text, whitespace, or characters. In the dropdown, check the box for the values you'd like to ignore.

In the image above, the Ignored rule tells Insycle to ignore any subdomains that may appear in the Email Domain or Domain fields such as "app," "en," or "mail."

8. Match Parts tells Insycle whether to match the entire field or just part of it. 

Step 3: Optionally, Copy a Value between the Related Records

If your team is capturing valuable detail in the CRM you can automatically copy info into related records, avoiding errors and saving time.

After setting the association rules in Step 2, you can create rules to copy values between the records. If one record type consistently has values that would be helpful in the linked record, you can execute that copy in bulk.

Under Step 3, select the field from the source record type (in this example, contacts), and the relevant field on the target records (accounts). You can choose to copy values from the source record to the target, or target record to the source.

The Copy Rule gives you three options:

  • Only when Target Field is empty
  • Only when Source Field is not empty
  • Always copy

associate-salesforce-contacts-to-accounts-step-3-copy-country.png

Step 4: Preview Linking and Apply Changes to Pipedrive

Preview Changes in a CSV Report

Now with the filters and linking actions in place, you can preview the changes you are making to your data. That way, you can verify the relationships will be created as expected when made in your live database.

First, under Step 4, click the Review button.

In the Bulk Associate popup, select Preview and click Next.

On the Notify tab, add any recipients who should receive the CSV (and hit Enter after each address). You can add colleagues and additional context here.

On the When tab, click the Run Now tab and select which records to apply the change to (in most cases, this will be All), then click the Run Now button.

Open the CSV file from your email in a spreadsheet application and review the columns. 

For each person item, Insycle looked at the Email Domain then looked through organization items for a match in the Domain field. You can see these values side-by-side in the CSV. In the Result column, an "Added" value indicates a match was found, and the relationship will be added when the update is applied to your CRM. 

If you get a "Failed" result, review the info in the Troubleshooting section below.

associate-pipedrive-people-to-organizations-by-domain-csv.png

Apply Changes to Pipedrive

If everything in your CSV preview looks correct, return to Insycle and apply the changes to the live Pipedrive data.

Under Step 4, click the Review button, this time select Update mode. 

On the When tab, click Run Now and select which records to apply the change to (you could do All, but if you have a large number of records, you may just want to do a chunk for your preview), then click the Run Now button.

associate-pipedrive-people-to-organizations-step-4-update-run-now-selected.png

Save Templates and Setup Automation to Maintain Formatting

After you've seen the results in Pipedrive and you are satisfied with how the operation runs, you can save all of the configurations as a template and set up automation so this linking operation runs on a set schedule. 

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

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.

save-template-copy-and-rename.png

Under Step 4, 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.

associate-step-4-update-notify-always-send.png

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

associate-pipedrive-people-to-organizations-step-4-update-automate-daily.png

Advanced How-Tos

Using Exact Match vs. Similar Match

In Step 2, the Comparison Rule defines what kind of likeness to look for when deciding if field values should be considered a match.

It's a good idea to start with Exact Match for the straightforward matches, then use Similar Match to look for edge cases.

Exact Match looks for values that match exactly, with no differences from one record to the next. Any unique identifying fields should use Exact Match.

Similar Match looks for values that may be close but with a one-character difference (like a typo, extra character, or missing character) and broadens the search. This search behaves like when Google shows results for a slightly different term, or says “Did you mean...”

For example, if an organization Name of, “Acme” is found, it could include records with the organization Name values, “Akme," "acm," or "Acma,” as matches.

Be careful if using Similar Match, as the looser criteria can incorrectly identify records as matches.

*Note that ID fields can only be Exact Match, never Similar Match.

Create and Associate a New Organization Item if No Match is Found

If no matching organization is found, you can choose to automatically create a new one based on what is in the source record.

Under Step 2 of the Associate app, check the Create new [record] when no matching is found box to enable, then select the field to use for naming the new record.

create when no match found

Troubleshooting

There's a "Failed, multiple sources/target matches," Result in CSV

A "Failed, multiple target matches (x)" or "Multiple sources matched" result occurs when multiple records meet your matching specifications. For example, if you were linking contacts to companies, and Insycle found ten company records with the name "Microsoft," it wouldn't know which Microsoft to establish the relationship with.

associate-pipedrive-people-to-organizations-csv-error-w-arrow.png

There are a few options for resolving this issue:

  1. If there shouldn't be multiples of these records you should first go through the process of merging duplicates before trying to create these relationships.
  2. If there are supposed to be multiple similar, but distinct records, you can add another matching field in Step 2 to make the criteria more specific. A record would have to match both field values to be considered appropriate for making the relationship. associate-pipedrive-people-to-organizations-step-2-by-domain-&-name-604px.png
  3. Or, use the filter in Step 2 to narrow the records to be associated.associate-pipedrive-people-to-organizations-step-2-filter-button-w-arrow-604px.png
    In the filter popup you could, for example, add the "Company name," field and set the Condition, "contains" "HQ." This tells Insycle to only consider companies for association if the Company Name value includes the term "HQ."associate-pipedrive-people-to-organizations-step-2-filter-org-name-hq-604px.png
There's an "Unmodified, no matching record found…," Result in CSV

An "Unmodified, no matching record found (use 'Grid Edit' to troubleshoot)" result occurs when there aren’t any records that meet your matching specifications.

associate-salesforce-contacts-to-accounts-unmodified-result-csv.png

You can examine the data in the unmatched records and troubleshoot using the Grid Edit module. Look at different fields and values to identify why your associate setup didn’t work for the record. Then decide what match options could work or if some cleanup is needed.

Learn more about reviewing your data using the Grid Edit module.

There's a "Failed, no matching record found…," Result in CSV

When using the Associate app, you have the option under Step 2 to Count unmatched records as Failed. When checked, any record where there is no match to create the association will be counted as “Failed.” This will be reflected by a, "Failed, no matching record found (use 'Grid Edit' to troubleshoot)" message in the Result column of the CSV report.

associate-pipedrive-people-to-organizations-csv-failed-unmatched-result.png

You can examine the data in the unmatched records and troubleshoot using the Grid Edit module. Look at different fields and values to identify why your associate setup didn’t work for the record. Then decide what match options could work or if some cleanup is needed.

Learn more about reviewing your data using the Grid Edit module.

Frequently Asked Questions

What fields can I use to create relationships between items?

You can use any field in your database to create links between records, you just need to figure out which field in each item type will have the same value. For instance, you might select "Organization" for person contacts, and "Name" for organization items. Or you could use "Email Domain" on the person, and "Website Domain" on the organization.

Commonly used fields for linking include organization names, domains, and URLs.

I am getting a "Failed, multiple target matches" error. What is causing this and how can I fix it?

This error occurs when multiple records meet your matching specifications. Often, this happens when you are linking two record types together using an organization name as a match field.

For example, if you were linking people to organizations, and Insycle found ten organization items with the organization name "Microsoft," it wouldn't know which Microsoft to establish the link with.

In these situations, you may have to deduplicate the relevant items before creating the link.

Can I link organizations to people instead of people to organizations?

Yes, you can link item types in either direction. 

Though making relationships will work in both directions, consider that people to organizations is the standard direction, and some features (such as the "Create new [record] when no matching is found" feature) are only designed to work when people are being linked to organizations. 

Can Insycle create and link a new item if no match is found?

Yes. If no matching item is found, you can choose to automatically create a new one based on what is in the source record.

Under Step 2 of the Associate app, check the Create new [record] when no matching is found box to enable, then select the field to use for naming the new record.

create when no match found

Additional Resources

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