Sales deals can sometimes get stuck, especially if a sales rep is overloaded or unable to prioritize certain leads. Automating deal reassignment in Pipedrive ensures no deal gets left behind, keeping your pipeline moving and improving the chances of conversion.

This step-by-step guide will show you how to set up an automation in Pipedrive to reassign inactive deals to another team member based on activity, workload, or expertise. Screenshots can be added at each stage for clarity.

Why Automate Deal Reassignment?

Manual deal management requires constant attention, and it's easy for deals to slip through the cracks when activity stalls. With automated deal reassignment:

• You ensure every deal gets the attention it deserves.
• Workloads are balanced across your team.
• Stagnant deals are revived and re-engaged promptly.

By automating this process, you save time and keep your pipeline healthy without extra manual intervention.

Step-by-Step Guide to Setting Up Automated Deal Reassignment

Step 1: Create a Filter for Inactive Deals

To start, create a filter that identifies inactive deals based on your criteria (e.g., no activity for two weeks).

• Navigate to the Filters section in Pipedrive.
• Click + Add Filter and name it something descriptive, like "Inactive Deals."
• Set your conditions for inactivity:
  • Condition 1: Last activity was more than 14 days ago.
  • Condition 2 (Optional): Deal is in specific stages like "Contact Made" or "Proposal Sent."
• Save the filter.

Screenshot idea: A filtered view of inactive deals with conditions highlighted.

Step 2: Set Up the Workflow

Once the filter is ready, create an automation to reassign these deals.

• Go to Tools & Apps > Workflow Automation.
• Click + Create Workflow and name it, e.g., "Reassign Inactive Deals."
• Under the Trigger Event, select Condition Met > Deal Matches Filter.
• Choose the "Inactive Deals" filter you created earlier.

Screenshot idea: Workflow Automation dashboard with the trigger event setup visible.

Step 3: Add the Reassignment Action

Now, configure the automation to reassign the deal to another sales rep.

• Click + Add Action under the trigger setup.
• Select Update Deal as the action type.
• Choose the "Owner" field to update.
• Assign the deal to a specific person or set up round-robin distribution to balance workloads across the team.
• (Optional): Add further criteria for reassignment, such as prioritizing team members with fewer deals or specific expertise in the deal's category.

Screenshot idea: Action setup showing the "Update Deal" field and new owner assignment.

Step 4: Test the Automation

Before activating the workflow, test it to ensure it works correctly:

• Save the workflow and activate it.
• Identify a deal that matches the filter criteria (inactive for more than two weeks) and check if it’s reassigned as expected.

Screenshot idea: A test deal reassigned to a different sales rep in the pipeline view.

Step 5: Monitor and Adjust

After activation, monitor how the reassignment workflow performs. Check reassigned deals to ensure they’re being acted upon promptly. If needed, tweak the filter conditions or reassignment rules for better results.

Additional Tips for Effective Deal Reassignment

• Set Notification Alerts: Use Pipedrive’s notification features to inform the new owner of the reassigned deal, so they can act quickly.
• Combine with Activity Tracking: Pair this automation with activity tracking to ensure reassigned deals receive follow-ups or updates promptly.
• Review Workload Distribution: Regularly review the workload of your team to ensure the automation is balancing deals effectively.

Wrapping Up

Automating deal reassignment in Pipedrive is a simple but powerful way to keep your sales pipeline active and efficient. By ensuring no deal is neglected and distributing work fairly, you create a system where every opportunity has the best chance of closing successfully.

Take a few minutes to set this up today and watch your sales team work smarter!