Frequently asked questions for Pipedrive’s Automatic Assignment feature.

<h2 style="text-align: justify">How are opportunities distributed within a team?</h2>
<p style="text-align: justify">They are distributed on a round-robin basis, meaning each team member will be assigned an opportunity in sequential order.</p>
<p style="text-align: justify">The distribution is on a per-rule basis. If a person belongs to more than one team or has more than one rule assigned to that person specifically, they will have more opportunities assigned.</p>
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<h2 style="text-align: justify">What opportunities can be automatically assigned?</h2>
<p style="text-align: justify">You can set rules for newly created <strong>deals</strong> and <strong>leads </strong>and existing deals that are moved to a new stage or pipeline.</p>
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<h2 style="text-align: justify">Can I define the minimum or maximum number of open opportunities for a user?</h2>
<p style="text-align: justify">No. Currently, it’s not possible to set a minimum or maximum of open leads or deals.</p>
<p style="text-align: justify">The feature will continue to assign opportunities to users as long as they match the conditions, are next in line and if new opportunities are available for assignment.</p>
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<h2 style="text-align: justify">What type of admins can set up rules?</h2>
<p dir="ltr" style="text-align: justify"><a href="https://support.pipedrive.com/article/global-user-management#deals-app" target="_blank" rel="noreferrer noopener">Deals app</a> admin roles can view and set up rules in Automatic Assignment.</p>
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<h2 style="text-align: justify">My sales rep is on vacation this week. How can I ensure they are not assigned opportunities during this time?<br></h2>
<p dir="ltr" style="text-align: justify">A <strong>deals app admin</strong> user will need to disable any rules set for that specific user and remove them from any teams that may have rules (within the <a href="https://support.pipedrive.com/article/teams" target="_blank" rel="noreferrer noopener">Teams</a> functionality settings).</p>
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<h2 style="text-align: justify">Which sources are supported for lead and deal created?</h2>
<p dir="ltr" style="text-align: justify">No matter where the lead or deal is created (e.g., import, API, manually, lead converted to a deal, etc.), it will always be assigned as long as it matches a rule.</p>
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<h2 style="text-align: justify">Are default and custom fields supported in conditions?</h2>
<p dir="ltr" style="text-align: justify">Yes, both the default and custom fields for the entity (lead or deal) are supported, as well as the entity (lead or deal) related person and organization fields.</p>
<p dir="ltr" style="text-align: justify">Learn more about fields in <a href="https://support.pipedrive.com/article/data-fields-in-pipedrive" target="_blank" rel="noreferrer noopener">this article</a>.</p>
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<h2 style="text-align: justify">Can multiple individual users be added as assignees instead of Teams?</h2>
<p dir="ltr" style="text-align: justify">No, an opportunity can only be assigned to one specific user or distributed among a team. Opportunities cannot be distributed among numerous individual users.</p>
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<h2 style="text-align: justify">Can all admins view all of the rules and assignments?</h2>
<p dir="ltr" style="text-align: justify">Yes, all <strong>deals app admins</strong> can view any rules set up by other deals app admins and all successful and failed assignments.</p>
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<h2 style="text-align: justify">What happens if an admin user who has set up a rule has their Pipedrive account disabled?</h2>
<p dir="ltr" style="text-align: justify">Any rules set up by the deals app admin user who is deactivated will also be deactivated but remain visible in the list view of Automatic Assignment.</p>
<p dir="ltr" style="text-align: justify">Another user with deals app admin permissions can enable the rule again. <br></p>
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<h2 style="text-align: justify">Is it possible to set a rule to reassign a deal that is updated?</h2>
<p dir="ltr" style="text-align: justify">Only existing deals that are updated by being moved to a new stage or pipeline can be automatically assigned.</p>
<p dir="ltr" style="text-align: justify">Currently, it’s not possible to set rules to reassign deals that have some other update (e.g., a custom field is updated with a new value). </p>
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<h2 style="text-align: justify">Can I define the weight (percentage) of opportunities assigned to each team member?</h2>
<p dir="ltr" style="text-align: justify">No. At the moment, it’s not possible to distribute opportunities within a team based on weight. </p>

Automatic assignment FAQ

<div dir="ltr" class="support-note success primary"><strong>Note:</strong> This feature is only available on Professional and higher plans.</div>
<p style="text-align: justify"> Part of managing a team is distributing deals evenly among team members. With Pipedrive’s automatic assignment tool, you can set up rules to handle this automatically.</p>
<figure><img class="vidyard-player-embed" src="https://play.vidyard.com/kyDf5MqMdwHfLoh8nC9Hfk.jpg" alt=""></figure>
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<h2 dir="ltr" style="text-align: justify"><strong>Where to find the automatic assignment tool</strong><a name="where-to-find-the-automatic-assignment-tool"></a></h2>
<div class="support-note success primary"><strong>Note: </strong>Automatic assignment setup is only available for users with deals app admin permission enabled.</div>
<p dir="ltr" style="text-align: justify">Click the <strong><strong>”</strong>...” </strong>to open the navigation sidebar on the left-hand side of your screen or go to <strong>Settings.</strong></p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-04%20at%2012.54%20copy.png" alt=""></figure>
<p dir="ltr" style="text-align: justify">Both of these pathways will lead you to the feature page, where you can start configuring automatic assignment rules.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-04%20at%2013.15.03.png" alt=""></figure>
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<h2 dir="ltr" style="text-align: justify"><strong>How to set up the automatic assignment tool</strong><a name="how-to-set-up-the-automatic-assignment-tool"></a></h2>
<div dir="ltr" class="support-note success primary"><strong>Note: </strong>You can add up to 50 rules per entity type (lead added, deal updated, etc.) </div>
<p dir="ltr" style="text-align: justify">Click on <strong>”</strong><strong>+ Rule” </strong>to create a new automatic assignment rule.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-04%20at%2013.23.00.png" alt=""></figure>
<p dir="ltr" style="text-align: justify">Select the item (lead or deal) and the events that will follow the rule.</p>
<p dir="ltr"><strong>Deal</strong> </p>
<ul><li>Deal added – Assign new deals to specific owners</li><li>Deal updated – Assign an existing deal to an owner after it has changed pipeline or stage</li></ul>
<p dir="ltr"><strong>Lead</strong></p>
<ul><li>Lead added – Assign new leads to specific owners<br></li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202023-04-04%20at%2013-37-58.gif" alt=""></figure>
<p dir="ltr" style="text-align: justify">Then, you need to define the <strong>conditions</strong> for that rule. Conditions are filters that an opportunity (lead or deal) must meet in order to be assigned to an owner.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-04%20at%2014.19.40.png" alt=""></figure>
<div dir="ltr" class="support-note success primary"><strong>Note: </strong>Rules must have at least one condition. You can add up to two condition sets and 160 conditions per set.</div>
<p style="text-align: justify">Once the conditions are specified, you need to select an <strong>assignee</strong> <strong>type</strong> and <strong>assignee</strong>.</p>
<p>There are four assignee types you can choose from:</p>
<ul><li><strong>User</strong> – Selects a single user on your account to assign newly created deals to</li><li><strong>Team</strong> – Selects a team on your account and uses a round-robin to distribute newly created data between its members</li><li><strong>Organization owner</strong> – If the lead or deal already has an existing organization linked to it, you can assign the lead or deal to the existing organization owner</li><li><strong>Person owner </strong>– If the lead or deal already has an existing contact person linked to it, you can assign the lead or deal to the existing contact person owner</li></ul>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-06%20at%2011.33.01.png" alt=""></figure>
<div dir="ltr" class="support-note success primary"><strong>Note: </strong>Team assignment requires the <a href="https://support.pipedrive.com/article/teams" target="_blank" rel="noreferrer noopener">Teams</a> feature, which is only available to users on the Professional and higher plans. </div>
<p dir="ltr" style="text-align: justify">In the next step, you need to configure the rule settings. You’ll see a field for the rule name (required) and description (optional). Check the <strong>“Set active<strong>”</strong> </strong>box and <strong>save</strong> the changes.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-06%20at%2013.21.09.png" alt=""></figure>
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<h2 dir="ltr" style="text-align: justify"><strong>Managing your rules</strong><a name="managing-your-rules"></a></h2>
<p dir="ltr" style="text-align: justify">If you’ve created two or more rules, you’ll need to define each rule’s priority. Click on <strong>“Set Priority” </strong>and set the preferred order using the <strong>＝</strong> icon.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screen%20Capture%20on%202023-04-06%20at%2015-15-12.gif" alt=""></figure>
<div dir="ltr" class="support-note success primary"><strong>Note: </strong>The first rule in the list is considered the highest priority.<br></div>
<p dir="ltr" style="text-align: justify">When a new deal is created, the feature will try to match it against the first rule on the list. If the criteria doesn’t match, it will move through the rules until a match is found.</p>
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<h2 dir="ltr" style="text-align: justify"><strong>Checking the assignment history</strong><a name="checking-the-assignment-history"></a></h2>
<p dir="ltr" style="text-align: justify">In the <strong>“History”</strong> tab you can find the logs for the leads and deals and their status.<br></p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-06%20at%2015.52.29.png" alt=""></figure>
<div dir="ltr" class="support-note success primary"><strong>Note: </strong>Columns are sorted from newest to oldest by default.</div>
<p dir="ltr" style="text-align: justify">In this view, you can see:</p>
<ul><li>Whether any of the rules were triggered</li><li>The user the item was assigned to</li><li>What time the assignment tool processed the newly created item</li></ul>
<p dir="ltr" style="text-align: justify">You can filter your logs by specific dates like <strong>all</strong>, <strong>today</strong> and <strong>yesterday</strong><strong>. </strong>Additionally, you can apply filters based on entities and events.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-06%20at%2016.59.30.png" alt=""></figure>
<div class="support-note success primary"><strong>Note</strong>: Automatic assignment history is stored for seven days.<br></div>
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<h2>Why is my assignment rule failing?<a name="why-is-my-assignment-rule-failing"></a></h2>
<p style="text-align: justify">If you click on the <strong>”Not assigned”</strong> tab, you will find a list with all the leads and deals that were not automatically assigned to an owner.</p>
<figure style="margin-left:auto;margin-right:auto;text-align:center;"><img src="https://kb-cms.pipedriveassets.com/Screenshot%202023-04-06%20at%2017.26.29.png" alt=""></figure>
<p>The reasons why an assignment rule could fail are the following:</p>
<ul><li><strong>User not found</strong> – the user defined as assignee doesn't exist or is inactive </li><li><strong>No user in the team</strong> – none of the users in the team defined as assignees were able to receive the deal or lead ownership</li><li><strong>Error</strong> – unknown error </li></ul>
<p>For rules with <strong>person owner</strong> or <strong>organization owner</strong> as the assignee: </p>
<ul><li><strong>Organization not found</strong> – the deal or lead didn’t have an organization linked </li><li><strong>Organization ID not found</strong> – the organization doesn’t exist or is inactive </li><li><strong>Person not found</strong> – the deal or lead didn't have an entity person linked</li><li><strong>Person ID not found</strong> - the person doesn’t exist or is inactive </li></ul>
<p style="text-align: justify">If you’re having unexpected errors with assignment rules, please <a href="https://support.pipedrive.com/contact-us" target="_blank" rel="noreferrer noopener">contact our support team</a>.</p>

Knowledge Base

Automatic assignment

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