Workflow Builder: Pipedrive - send automated message when deal moves to certain stage

This automation sends a WhatsApp messages whenever a deal is moved to a certain stage in Pipedrive CRM.

1. Open TimelinesAI Workflow Builder https://app.timelines.ai/albato/automations and click New Automation
2. Click Add Trigger

3. Set up a trigger:

• App where your data will come from: Pipedrive
• Event to trigger the automation: Deal update
• Connection: select your Pipedrive connection. If you don't have any connections, create the Pipedrive connection using instructions from this article

3. Click the Filter icon within the trigger step

4. Add condition:

• Value: click the field. New window with data from previous steps will appear. Unfold the fields from Step1 and find Deal Stage ID. On click, value will will be inserted into "The ID of the person" field.
• Condition: equals
• Value: type the desired Pipedrive stage ID. When deals move to the specified stage ID, contact associated with the deal will receive an automatic WhatsApp message.

5. Click Add action:

6. Add an action

• App where your data will come from: Pipedrive
• Action to perform:  Find a Client by ID
• Connection token:select your Pipedrive connection. If you don't have any connections, create the Pipedrive connection using instructions from this article

7. Map fields for the action and click Save:

• The ID of the person: click the field. New window with data from previous steps will appear. Unfold the fields from Step1 and find Person ID. On click, value will will be inserted into "The ID of the person" field.

8. Rename created action for clarity. In flows with multiple actions, using distinct, easy‑to‑scan names is recommended. This gives a better control and understanding over the flow in further steps. In this action we are finding a Client by ID to get their phone number, therefore we will name this action "Pipedrive: get Person's phone number"

9. Click the "+" icon after the Step2 and select Tool

10. Select Get an element of a row section (array) and set up the selected tool:

• Row: click the field. Select "Find a Client by ID - Phone Numbers" and save changes
• When the tool is saved, it is recommended to rename it. In this example the tool is renamed to "Parse fetched phone number".

11. Add one more action

• App where your data will come from: TimelinesAI
• Action to perform: Send message to phone number
• Connection token: leave as is.

12. Map new action's fields

• Phone Number: click the field. New window with data from previous steps will appear. Unfold the fields from the Tool step and find Phone. On click, value will will be inserted into "Phone number" field.
• WhatsApp account: type in a WhatsApp account number FROM which the message will be sent. Should be in international format and connected to TimelinesAI.
• Text message: type desired message text and click Save

13. Click "Start" to launch the flow

Additional recommendations ( optional)

1. Add error handler to each action step and choose what to do when errors occur:

• Stop the automation
• Continue the automation
• Move on to the selected step below

Updated on: 30/07/2025