Pipedrive
Connect Pipedrive so each completed meeting is logged as a meeting activity on the matched people, their organization and an open deal.
Pipedrive is a CRM integration. Once it's connected, VoiceCap adds each finished meeting to Pipedrive as a completed meeting activity, linked to the Pipedrive people the meeting was with, their organization and one of their open deals. VoiceCap never creates people, organizations or deals in Pipedrive. Only an Owner or Admin can connect or disconnect it.
Connecting Pipedrive
- Go to Settings > Integrations.
- Find the Pipedrive card and click Connect Pipedrive.
- Log in to Pipedrive and approve the request. You're sent back to Settings > Integrations with a "Pipedrive connected." confirmation.
The card then shows Connected to followed by your Pipedrive company address, for example
yourcompany.pipedrive.com.
VoiceCap reads people, organizations, deals, users and activity types in Pipedrive to find the right records, and creates activities (or notes, if you choose them). It never edits or deletes anything in Pipedrive.
What syncs, and when
A meeting is sent to Pipedrive once, when it reaches completed status. VoiceCap never sends a meeting to the same connection again later, even if you reconnect. Nothing is sent retroactively for meetings that were already completed before you connected Pipedrive.
Before sending, VoiceCap classifies the meeting from its calendar attendees:
- External: at least one attendee's email is outside your organization's domains (this includes personal addresses like Gmail).
- Internal: every attendee is on an organization domain.
- Unknown: the meeting has no calendar attendee data at all. This is every meeting created by uploading a file or pasting a meeting URL, since those never carry an attendee list.
Domains are the ones shown on the Domain Settings card in Settings > Members; see Organization settings. Your organization needs at least one domain there. Without one, VoiceCap can't tell your own people from anyone else, so no meeting is added to Pipedrive.
Under the Pipedrive card, Which meetings to sync chooses which classifications sync:
| Setting | Syncs |
|---|---|
| External meetings only (default) | Meetings classified external |
| Internal meetings only | Meetings classified internal |
| All classified meetings | Both external and internal |
A separate Sync unclassified meetings toggle, off by default, decides whether unknown meetings (uploads and pasted links) sync too. It's independent of the setting above.
These settings only decide which meetings VoiceCap looks at. A meeting is added to Pipedrive only when at least one attendee from outside your organization matches a Pipedrive person by email. So internal meetings, and meetings without calendar attendees (uploads and pasted links), are never added, whatever Which meetings to sync or Sync unclassified meetings says.
You can also restrict syncing to specific members with Which members' meetings to sync. This matches on who the meeting belongs to. With All members, the default, every member's meetings are eligible. Pick members instead and only their meetings sync.
What gets created in Pipedrive
For a meeting that's due to sync, VoiceCap takes its external attendee emails (the ones outside your organization) and looks for Pipedrive people with a matching email. Every person found is used, not only the first one.
From there:
- Organization: the organization the matched people belong to. If they belong to different organizations, VoiceCap uses the one most of them share.
- Deal: one open deal. VoiceCap looks at the matched people's open deals first, and only if they have none, at the organization's open deals. If there are several, the most recently updated one is used. Meetings are never linked to closed deals.
If no attendee email matches a Pipedrive person, nothing is added to Pipedrive and the card doesn't change. VoiceCap doesn't create the missing person for you. Add the person in Pipedrive and later meetings with them will sync.
When there is a match, VoiceCap adds a meeting activity that's already marked as done:
- The subject is the meeting title.
- The date and time are when the meeting took place, and the duration is the length of the recording.
- It's linked to every matched person, the organization and the deal, so it appears on each of their timelines.
- It's assigned to the Pipedrive user whose email matches the VoiceCap member the meeting belongs to, when there is one.
The activity's note contains the meeting title, the summary, action items (with the assignee name where one was set), key topics and a link back to the meeting in VoiceCap. Its headings are in Lithuanian for Lithuanian meetings and in English otherwise.
VoiceCap never sends the raw transcript to Pipedrive, only the summary content above.
Logging meetings as notes
The Log meetings as setting under the Pipedrive card decides what each synced meeting becomes:
| Option | Adds |
|---|---|
| Activity (default) | A completed meeting activity, as described above |
| Note | A note with the same content, on the first matched person, the organization and the deal |
A note doesn't carry the meeting's date, duration or assigned user the way an activity does. The change applies to meetings that sync after you make it.
Reconnecting to log activities
If your Pipedrive connection was made before VoiceCap could log meetings as activities, the card shows "Reconnect Pipedrive to log meetings as activities. Until then, meetings are added as notes." Meetings keep syncing as notes in the meantime.
- Go to Settings > Integrations.
- On the Pipedrive card, click Reconnect Pipedrive.
- Log in to Pipedrive and approve the request.
Meetings that sync after that are added as activities. Your Which meetings to sync and member settings stay as they were. If you'd rather keep notes, set Log meetings as to Note and the message goes away.
If a sync fails
A failed sync is shown under the Pipedrive card as "Last sync failed", with the time and the error message. Most failures (a temporary Pipedrive outage, for instance) don't change anything else; the integration stays connected and the next completed meeting syncs normally. The "Last sync failed" box goes away after the next meeting syncs successfully.
If Pipedrive no longer accepts the connection (for example, the VoiceCap app was removed in Pipedrive), the card switches to an Error status and shows "VoiceCap can't reach Pipedrive with the current connection. Reconnect to resume syncing." Meetings that complete while the card shows Error aren't sent to Pipedrive. Click Reconnect Pipedrive and approve the request in Pipedrive to resume.
A meeting that failed to sync, or that completed while the card showed Error, isn't sent later, not even after you reconnect. If you need it in Pipedrive, add it there by hand.
Disconnecting
- Go to Settings > Integrations.
- Under the Pipedrive card, click Disconnect.
- Confirm in the "Disconnect integration?" dialog, which says "This stops syncing meetings to Pipedrive. Your routing settings are kept."
VoiceCap also removes its access in Pipedrive. If that can't be done, you see "Pipedrive was disconnected in VoiceCap, but access could not be revoked in Pipedrive. Remove the VoiceCap app from your Pipedrive settings." In that case, remove the VoiceCap app in Pipedrive yourself.
Disconnecting stops all syncing but keeps your sync settings. Reconnecting later restores them rather than resetting to the defaults. Activities and notes already added to Pipedrive stay there.