Pipedrive MCP Server

# Common Workflows This guide provides step-by-step examples of common Pipedrive workflows using the MCP server with Claude. Each workflow includes the natural language prompt you can use and explains what happens behind the scenes. ## Table of Contents 1. [Lead Capture and Qualification](#1-lead-capture-and-qualification) 2. [Deal Creation with Full Context](#2-deal-creation-with-full-context) 3. [Sales Pipeline Management](#3-sales-pipeline-management) 4. [Activity Management and Follow-ups](#4-activity-management-and-follow-ups) 5. [Contact Organization](#5-contact-organization) 6. [File and Document Management](#6-file-and-document-management) 7. [Reporting and Analytics](#7-reporting-and-analytics) 8. [Lost Deal Analysis](#8-lost-deal-analysis) 9. [Team Collaboration](#9-team-collaboration) 10. [Bulk Operations](#10-bulk-operations) 11. [Pipeline Health Check](#11-pipeline-health-check) 12. [Customer Onboarding](#12-customer-onboarding) --- ## 1. Lead Capture and Qualification ### Scenario You received a new lead from a trade show. You need to add them to Pipedrive, qualify them, and schedule a follow-up. ### Prompt ``` I met Sarah Johnson (sarah.johnson@techcorp.com) from TechCorp at the conference. She's interested in our Enterprise plan. Create a contact for her and her company, then create a qualified deal and schedule a discovery call for next Tuesday at 2 PM. ``` ### What Happens 1. **Search for existing contact** ``` persons/search: { term: "sarah.johnson@techcorp.com" } ``` 2. **Create organization if needed** ``` organizations/create: { name: "TechCorp" } ``` 3. **Create person** ``` persons/create: { name: "Sarah Johnson", email: "sarah.johnson@techcorp.com", org_id: <org_id> } ``` 4. **Create qualified deal** ``` deals/create: { title: "TechCorp - Enterprise Plan", person_id: <person_id>, org_id: <org_id>, value: 50000, currency: "USD" } ``` 5. **Schedule discovery call** ``` activities/create: { subject: "Discovery call with Sarah Johnson", type: "call", due_date: "2025-12-17", due_time: "14:00", deal_id: <deal_id>, person_id: <person_id> } ``` ### Expected Result Claude provides a summary: - Contact and company created (or found existing) - Deal ID and current stage - Activity scheduled with confirmation - Next steps and recommendations --- ## 2. Deal Creation with Full Context ### Scenario Creating a comprehensive deal with all relevant information including custom fields, expected close date, and initial notes. ### Prompt ``` Create a new deal: - Title: "Q1 2025 Software License Renewal" - Company: Acme Corp - Contact: John Doe (john@acme.com) - Value: $75,000 - Expected close: End of January 2025 - Add a note: "Existing customer, up for renewal. They mentioned interest in upgrading to Premium tier." - Priority: High ``` ### What Happens 1. **Discover available custom fields** ``` Access resource: pipedrive://custom-fields ``` 2. **Find or create organization** ``` organizations/search: { term: "Acme Corp" } // or organizations/create ``` 3. **Find or create person** ``` persons/search: { term: "john@acme.com" } // or persons/create ``` 4. **Create deal with all details** ``` deals/create: { title: "Q1 2025 Software License Renewal", value: 75000, currency: "USD", person_id: <person_id>, org_id: <org_id>, expected_close_date: "2025-01-31", // Custom fields if priority field exists } ``` 5. **Add note** ``` notes/create: { content: "Existing customer, up for renewal...", deal_id: <deal_id> } ``` ### Best Practices - Always search before creating to avoid duplicates - Check custom fields to ensure you're using available fields - Add notes for context that doesn't fit in standard fields - Set realistic expected close dates --- ## 3. Sales Pipeline Management ### Scenario Moving deals through your pipeline and updating their status as they progress. ### Prompt ``` Show me all deals in the "Proposal Sent" stage. For the Acme Corp deal, move it to "Negotiation" stage and update the probability to 75%. Also update the expected close date to two weeks from now. ``` ### What Happens 1. **Get pipeline structure** ``` Access resource: pipedrive://pipelines ``` 2. **List deals in specific stage** ``` deals/list: { stage_id: <proposal_sent_stage_id> } ``` 3. **Find target deal** ``` search/deals: { term: "Acme Corp" } ``` 4. **Update deal** ``` deals/update: { id: <deal_id>, stage_id: <negotiation_stage_id>, probability: 75, expected_close_date: "2025-12-24" } ``` ### Pipeline Movement Tips - Understand your pipeline stages before moving deals - Update probability as deals progress - Adjust expected close dates realistically - Add notes explaining why deals moved (or didn't move) --- ## 4. Activity Management and Follow-ups ### Scenario Creating a structured follow-up sequence for a deal. ### Prompt ``` Use the follow-up-sequence prompt for deal #12345 over 14 days. ``` Or manually: ``` For deal #12345, create a follow-up sequence: - Tomorrow: Send proposal email - In 3 days: Follow-up call - In 7 days: Check-in email - In 14 days: Final follow-up call ``` ### What Happens 1. **Get deal details** ``` deals/get: { id: 12345 } ``` 2. **Create email activity** ``` activities/create: { subject: "Send proposal email", type: "email", due_date: "2025-12-11", deal_id: 12345, person_id: <person_id> } ``` 3. **Create follow-up call** ``` activities/create: { subject: "Follow-up call", type: "call", due_date: "2025-12-13", due_time: "10:00", deal_id: 12345, person_id: <person_id> } ``` 4. **Create check-in** ``` activities/create: { subject: "Check-in email", type: "email", due_date: "2025-12-17", deal_id: 12345, person_id: <person_id> } ``` 5. **Create final follow-up** ``` activities/create: { subject: "Final follow-up call", type: "call", due_date: "2025-12-24", due_time: "14:00", deal_id: 12345, person_id: <person_id> } ``` ### Activity Best Practices - Space activities appropriately (don't overwhelm prospects) - Mix activity types (email, call, meeting) - Set specific times for calls/meetings - Link activities to both deals and persons - Mark activities as done when completed --- ## 5. Contact Organization ### Scenario Organizing contacts by company and adding relevant metadata. ### Prompt ``` Find all contacts at Microsoft and organize them. Add any without an organization link, and create notes about their roles. ``` ### What Happens 1. **Search for organization** ``` organizations/search: { term: "Microsoft" } ``` 2. **Get existing persons at organization** ``` organizations/persons: { id: <org_id> } ``` 3. **Search for unlinked contacts** ``` persons/search: { term: "microsoft.com" } ``` 4. **Link persons to organization** ``` persons/update: { id: <person_id>, org_id: <org_id> } ``` 5. **Add role notes** ``` notes/create: { content: "Role: Senior Developer", person_id: <person_id> } ``` ### Organization Tips - Maintain consistent organization naming - Link all contacts to their organizations - Use custom fields for roles/departments - Add notes for relationship context --- ## 6. File and Document Management ### Scenario Uploading proposals and contracts to deals. ### Prompt ``` Upload the proposal document to deal #12345 and add a note that it was sent to the client on today's date. ``` ### What Happens 1. **Upload file** ``` files/upload: { file_path: "/path/to/proposal.pdf", deal_id: 12345 } ``` 2. **Add documentation note** ``` notes/create: { content: "Proposal sent to client on 2025-12-10", deal_id: 12345 } ``` 3. **Create follow-up activity** ``` activities/create: { subject: "Follow up on proposal", type: "call", due_date: "2025-12-13", deal_id: 12345 } ``` ### File Management Tips - Upload files directly to entities (deals/persons/orgs) - Add notes when files are uploaded or sent - Use descriptive file names - Track document versions in notes --- ## 7. Reporting and Analytics ### Scenario Generating weekly pipeline reports and deal summaries. ### Prompt ``` Run the weekly-pipeline-review prompt. ``` Or manually: ``` Give me a complete pipeline analysis: - Deals by stage with total values - Deals won and lost this week - Deals with approaching close dates (next 7 days) - Stale deals with no activity in 7+ days ``` ### What Happens 1. **Get all open deals** ``` deals/list: { status: "open" } ``` 2. **Get deal summaries** ``` deals/summary: { status: "open" } ``` 3. **Get won deals** ``` deals/list: { status: "won", // Filter by date range } ``` 4. **Get lost deals** ``` deals/list: { status: "lost", // Filter by date range } ``` 5. **Analyze activities** ``` activities/list: { done: false, // Check for overdue } ``` ### Sample Report Output ```markdown # Weekly Pipeline Review - Week of Dec 10, 2025 ## Pipeline Overview - **Total Open Deals**: 47 - **Total Value**: $2,350,000 - **Average Deal Size**: $50,000 ## Deals by Stage 1. Qualified (15 deals): $750,000 2. Proposal (12 deals): $600,000 3. Negotiation (10 deals): $500,000 4. Closing (10 deals): $500,000 ## This Week's Activity - **Won**: 3 deals ($125,000) - **Lost**: 1 deal ($25,000) - **Win Rate**: 75% ## Upcoming Close Dates (Next 7 Days) - Deal #123: Acme Corp ($50,000) - Dec 15 - Deal #124: TechCo ($75,000) - Dec 16 - Deal #125: StartupXYZ ($25,000) - Dec 17 ## ⚠️ Stale Deals (No Activity in 7+ Days) - Deal #126: Old Corp ($100,000) - Last activity: Nov 30 - Deal #127: Forgotten Inc ($50,000) - Last activity: Dec 1 ## Recommendations 1. Follow up on stale deals immediately 2. Prioritize deals closing this week 3. Focus on moving Qualified stage deals to Proposal ``` --- ## 8. Lost Deal Analysis ### Scenario Understanding why deals are being lost to improve sales process. ### Prompt ``` Run the lost-deal-analysis prompt from 2025-10-01 to 2025-12-10. ``` Or manually: ``` Analyze all deals we lost between October 1 and December 10. Group by lost reason, show total value lost, and identify patterns. ``` ### What Happens 1. **Get lost deals** ``` deals/list: { status: "lost", // Filter by date range } ``` 2. **Analyze by reason** - Group deals by `lost_reason` - Calculate total value per reason - Count deals per reason 3. **Get additional context** ``` For each lost deal: - Get activities (to see engagement level) - Get notes (to understand context) - Check timeline (how long in pipeline) ``` ### Sample Analysis Output ```markdown # Lost Deal Analysis **Period**: Oct 1 - Dec 10, 2025 ## Summary - **Total Lost Deals**: 12 - **Total Value Lost**: $625,000 - **Average Deal Size**: $52,083 ## Lost Reasons Breakdown ### 1. Price Too High (5 deals, $275,000) - 41.7% of lost deals - 44% of lost value - **Action**: Review pricing strategy, offer more flexible options ### 2. Chose Competitor (4 deals, $200,000) - 33.3% of lost deals - 32% of lost value - **Action**: Competitive analysis needed, strengthen differentiation ### 3. No Budget (2 deals, $100,000) - 16.7% of lost deals - 16% of lost value - **Action**: Qualify budget earlier in sales process ### 4. Lost Contact (1 deal, $50,000) - 8.3% of lost deals - 8% of lost value - **Action**: Improve follow-up cadence ## Patterns Identified - Deals >$75K more likely to be lost to competitors - Deals with <3 touchpoints often lost contact - Price objections increased 25% vs last quarter ## Recommendations 1. Implement earlier budget qualification (BANT) 2. Increase touchpoint frequency for high-value deals 3. Develop competitive battle cards 4. Consider tiered pricing strategy ``` --- ## 9. Team Collaboration ### Scenario Managing deal ownership and team collaboration. ### Prompt ``` I'm going on vacation next week. Transfer all my open deals to Sarah (user_id: 456) and add her as a follower to deals I'm closing this month. ``` ### What Happens 1. **Get current user info** ``` Access resource: pipedrive://current-user ``` 2. **Get user's open deals** ``` deals/list: { user_id: <current_user_id>, status: "open" } ``` 3. **Transfer ownership** ``` For each deal: deals/update: { id: <deal_id>, user_id: 456 } ``` 4. **Add as follower** ``` For deals closing this month: deals/add-follower: { id: <deal_id>, user_id: 456 } ``` 5. **Create handoff notes** ``` notes/create: { content: "Deal transferred to Sarah. Context: ...", deal_id: <deal_id> } ``` ### Collaboration Tips - Add detailed handoff notes - Use followers for visibility - Transfer related activities too - Set up automatic notifications --- ## 10. Bulk Operations ### Scenario Updating multiple deals at once (e.g., quarterly planning). ### Prompt ``` For all deals in the Negotiation stage with expected close dates in Q1 2025, extend the close dates by 30 days and add a note explaining the delay is due to client budget freezes. ``` ### What Happens 1. **List target deals** ``` deals/list: { stage_id: <negotiation_stage_id>, // Filter by expected_close_date } ``` 2. **Update each deal** ``` For each deal: deals/update: { id: <deal_id>, expected_close_date: <new_date> } ``` 3. **Add context notes** ``` For each deal: notes/create: { content: "Close date extended 30 days due to client budget freeze in Q1.", deal_id: <deal_id> } ``` ### Bulk Operation Best Practices - Always add notes explaining bulk changes - Preview changes before executing - Update in batches to respect rate limits - Verify results after completion --- ## 11. Pipeline Health Check ### Scenario Regular pipeline hygiene and data quality checks. ### Prompt ``` Run a pipeline health check: - Find deals without expected close dates - Find deals without associated contacts - Find deals with no activities - Find deals stuck in the same stage for >30 days ``` ### What Happens 1. **Check for missing data** ``` deals/list: { status: "open" } // Filter results for missing fields ``` 2. **Analyze each category** - Deals without `expected_close_date` - Deals without `person_id` or `org_id` - Deals with no activities - Deals with long stage duration 3. **Generate action items** ### Sample Health Check Output ```markdown # Pipeline Health Check - Dec 10, 2025 ## Issues Found ### ⚠️ Missing Close Dates (8 deals) - Deal #101: Small Corp Deal - Deal #102: Another Deal **Action**: Set realistic close dates ### ⚠️ No Associated Contact (3 deals) - Deal #201: Orphan Deal ($50k) **Action**: Link to person/organization ### ⚠️ No Activities (12 deals) - Deal #301: Stale Deal ($25k) **Action**: Schedule follow-up activities ### ⚠️ Stuck in Stage >30 Days (5 deals) - Deal #401: Proposal stage since Nov 1 **Action**: Move forward or mark as lost ## Summary - **Total Issues**: 28 - **Critical Issues**: 3 (no contact) - **Estimated Impact**: $375,000 at risk ## Recommendations 1. Update all missing close dates this week 2. Link orphan deals to contacts 3. Create activity plans for inactive deals 4. Review stuck deals for stage movement ``` --- ## 12. Customer Onboarding ### Scenario Moving a won deal through the onboarding process. ### Prompt ``` Deal #12345 was just won. Create an onboarding workflow: 1. Mark the deal as won 2. Create onboarding tasks for the next 30 days 3. Add the customer to our "Active Customers" organization field 4. Schedule kickoff meeting ``` ### What Happens 1. **Update deal status** ``` deals/update: { id: 12345, status: "won" } ``` 2. **Create onboarding activities** ``` activities/create: { subject: "Send welcome email and onboarding guide", type: "email", due_date: "2025-12-11", deal_id: 12345 } activities/create: { subject: "Kickoff meeting", type: "meeting", due_date: "2025-12-13", due_time: "10:00", deal_id: 12345, duration: "01:00" } activities/create: { subject: "Week 1 check-in", type: "call", due_date: "2025-12-17", deal_id: 12345 } activities/create: { subject: "30-day review", type: "meeting", due_date: "2026-01-09", deal_id: 12345 } ``` 3. **Update organization** ``` organizations/update: { id: <org_id>, // Add to Active Customers group } ``` 4. **Add completion note** ``` notes/create: { content: "Deal won! Onboarding workflow initiated on 2025-12-10.", deal_id: 12345 } ``` --- ## Tips for All Workflows ### 1. Use MCP Resources First Access reference data without API calls: - `pipedrive://pipelines` - Pipeline structure - `pipedrive://custom-fields` - Available fields - `pipedrive://current-user` - Your user info ### 2. Search Before Creating Always search for existing records to avoid duplicates: ``` First: persons/search, organizations/search Then: Create only if not found ``` ### 3. Link Related Entities Build relationships: - Link persons to organizations - Link deals to persons and organizations - Link activities to deals and persons - Link files to relevant entities ### 4. Add Context with Notes Use notes liberally: - Why decisions were made - Important conversation points - Status updates - Handoff information ### 5. Set Realistic Dates - Expected close dates should be realistic - Activity due dates should be actionable - Review and adjust dates as situations change ### 6. Use Guided Prompts Leverage built-in prompts for common workflows: - `create-deal-workflow` - `sales-qualification` - `follow-up-sequence` - `weekly-pipeline-review` - `lost-deal-analysis` ### 7. Monitor and Iterate - Review your workflows regularly - Track what works and what doesn't - Adjust based on your sales process - Use metrics to measure effectiveness --- ## Need Help? - Check [TROUBLESHOOTING.md](./TROUBLESHOOTING.md) for common issues - Review [CUSTOM_FIELDS.md](./CUSTOM_FIELDS.md) for field usage - See [README.md](../README.md) for tool documentation For more complex workflows or custom automation, consider combining multiple simple workflows or reaching out for support.