lead routing in pipedrive


How do you assign leads within your organization? You might assign them one by one, going down the list and starting again when you reach the end. More sophisticated lead routing relies on lead assignment rules.

Insycle allows you to build more sophisticated lead routing systems in Pipedrive, using any field in your CRM database. You can assign leads based on geography, industry, deal sizes, and other factors.


Insycle delivers multiple modules that can help companies with lead balancing, load management, and lead assignment routing.

Using the Group & Update module, you can examine existing owners and re-assign leads in bulk. Using the Bulk Operations module, you can define rules for automatic Pipedrive lead assignment.

Load Balancing Leads in Pipedrive

Insycle makes load balancing Pipedrive leads easy using the Group & Update module.

First, you filter down your data to records that you would like to analyze, using rules. Then, you can dig into segments of data down to the individual records that they contain, analyze them, and select them for reassignment. Then, you can select records update owners for people in Pipedrive in bulk.

Step 1: Pick a Field to Group By

With the Group & Update module, you can dig into current owners of people, deals, and organizations, and re-assign them in bulk, based on custom rules using any field in your Pipedrive database.

Navigate to the Group & Update module, and select "People" from the top of the screen.


Then, in Step 1, we will select the "Owner" field.

owner group

Click the "Analyze" button.

Step 2: Analyze Data Groups

At the bottom of your screen, the owners will appear in the Record Viewer.

This provides you with the owner name as well as a total count of the number of records that are assigned to them.

Click the checkbox next to one of the names, and the individual records for people assigned to that person will appear in the secondary Record Viewer.

secondary record viewer

To alter the data fields that are visible in the Record Viewer, go back to Step 1 and select the "Layout" tab.

Step 3: Update Owners

Now we can select entire buckets (like if a Sales rep left the company and you wanted to reassign all of their leads), or select individual records within each bucket for reassignment.

To select individual records, select the checkbox next to the record in the Record Viewer.

Then, scroll up and navigate back to Step 3. Choose the "Update" tab.

Select the "Owner" field for updating, and in the "New Value" section, click, and you'll be provided with a dropdown of all available owners in your Pipedrive system.

With your new owner selected, click the yellow "Update People" button in Step 3. You'll be prompted to confirm, then your owners will be updated in bulk.

You can always review your changes on the Activity Tracker page.

Automatically Route Leads In Pipedrive

Insycle makes automatically routing Pipedrive leads easy using the Bulk Operations module.

First, you filter down your data to records that you would like to assign, using rules. Then, you can choose which rep you would like to assign that group of leads to one-time or on an ongoing basis, and re-assign the records.

Step 1: Define Filter

First, we filter down your data to the records that you would like to automatically assign, based on the rules we set here.

You can route people, organizations, and deals to owners based on rules.

For instance, you could route any person that belongs to a specific company to a pre-determined sales rep in your organization. Or you could use other fields, such as state, country, zip code, etc.

For our example, we'll assign all leads from a specific organization to a pre-determined owner.

define filter

Click the "Search" button, and records that meet these criteria will populate the Record Viewer at the bottom of the screen.

record viewer

You can alter the fields that show up in the Record Viewer in the "Layout" tab in Step 1.

Step 2: Choose An Action

Now we tell Insycle which owner to assign the records from Step 1 to.

Select the "Owner" field and then in the "New Value" section, a list of your available owners will appear. Select one.

You can select individual records for update in the Record Viewer, or set up an automation to always automatically route leads that meet the criteria that you set.

Step 3: Preview or Update

Now, with our Filter and update Action in place, we can run the bulk operation to update our selected records.

When running the Bulk Operation module, especially the first time, it is a good idea to run it in Preview Mode.

This allows you to view the changes to the data in a CSV file before the updates are pushed to your database. Here, you can check to make sure that everything is working as expected and make any necessary changes before pushing the updates to your live database.

You can do this by clicking the Review Button in Step 3.


A popup will appear. Here, in Stage 1: Mode, we can select the Preview Mode or Update Mode, which runs to process and makes the changes reviewable in a CSV file, but does not update your CRM database.

preview or update

If you choose Update mode, the data changes will go live in your CRM when the operation is processed.

For many tasks in Bulk Operations, it may be a good idea to run a preview to view how the changes will look in your database before running in Update mode.

Then click the “Next” button.

In Step 2 of the “Review” process, you can choose where you send the generated report. Your email will automatically be added to the list but can add other co-workers and colleagues that you are collaborating with here.

bulk update email

Once finished, click the “Next” button.

In Step 3, you can choose whether you would like this operation to run one time, or continuously.

There are two tabs on this screen — Automate and Run Now.

automate or run now

When you select the Run Now tab, you are choosing to run the field update operation one time, immediately.

Alternatively, you can schedule this module to run on a set, recurring basis in the Automate tab. You can choose to schedule this operation to run hourly, daily, weekly, or monthly. When scheduled, the Module will automatically run on your desired schedule and email the reports after it has run.

You can view all scheduled automation on the “Automations” page on your dashboard.


Preview Changes Before They Go Live

With Insycle, you can always preview changes before they go live. Insycle allows you to run any module in Preview mode, where you can download a CSV file and inspect the changes, before pushing them live to your database.


You can set up ongoing data maintenance automation with Insycle on the module level, or using Recipes.

Audit Trail and History

The Activity Tracker lets you review all changes made through Insycle. At any time you can download a CSV report of the operation and records affected.

Customer Data Health Assessment

The Data Health Assessment surfaces data quality issues that negatively impact your marketing, sales, and support efforts, and guides you through the process of fixing them.

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