Summary

This guide explains how to configure the Pipedrive - create or update contact action in Astra. This action keeps your Pipedrive data in sync by automatically creating or updating leads based on customer conversations. It ensures every lead is linked to a person, identified using their email address.

How this action works

When this action runs:

Astra looks for a Person in Pipedrive using the customer’s email.
If found, it checks for an associated Lead.
Based on your settings, it will:
- Create a new person or lead (if they don’t exist), or
- Update an existing lead with the latest information.

Instructions

Follow these steps to configure the action:

Step 1: Open the Pipedrive create/update contact template

Log into your Astra account.
Go to the Action Library.
Select Pipedrive - create or update contact action.
Open the Configuration step.

Step 2: Set up the action intent

What you do:
- Enter a clear action name and intent.
- Click Edit action intent anytime to update it.

What happens:
- A well-defined intent helps the agent understand when to trigger this action.

Offline Sync:
- Keep this OFF to run the action during the conversation.
- Turn it ON if you want the action to run after the conversation ends.

Step 3: Select your Pipedrive account

What you do:
- Choose an existing account or click Add account to connect a new one.

What happens:
- All data created or updated by this action will be saved in the selected account.

Step 4: Configure contact creation and updates

Allow creating and updating new contacts

When ON:
- Creates a new person if they don’t exist.
- Creates a new lead if none exists.
- Fully updates leads created through Astra.

When OFF:
- Does not create new people or leads.

Allow updating existing fields

When ON:
- Updates mapped fields for leads already in Pipedrive, even if they were not created by Astra.

When OFF:
- Does not modify existing lead fields.
- Only updates the summary field (if configured).

Step 5: Map fields (Pipedrive → Astra)

Field mapping defines how data flows from Astra into Pipedrive.

What you do:
- For each row:
  - Select a Pipedrive field (left side).
  - Match it with an Astra field (right side).

What happens:
- When the action runs, Astra sends the mapped data to the corresponding lead fields in Pipedrive.

Required fields

You must map:
- Email
- Last name

The action will not run without these.

Adding more fields

Click Map field to add more mappings.
You can map:
- Standard fields (Email, Phone, etc.)
- Custom fields from Pipedrive

Note: Only text-type custom fields under Lead/Deal are supported.

Creating new Astra fields

You can create new Astra fields while mapping.
These fields will:
- Be available in the agent configuration
- Appear as contact attributes for selection

Using the summary field

If you map a Pipedrive field to Summary:
- Astra will write a conversation summary into that field.
- A related note will also be added to the lead.

What does the end-to-end behavior look like

Here’s what happens when the action runs:

Astra searches for a Person using the mapped email.
It looks for a Lead linked to that person.
If no data exists:
- It creates records only if allowed by your settings.
If a lead exists:
- It updates the lead based on your toggle settings.
- If full updates are restricted, only summary-related updates may happen.

Additional feature: Offline Sync

Offline Sync lets you run the action after the conversation ends.

When enabled:
- The action runs once after the conversation is complete.
Conversation end conditions:
- Text agent: 10 minutes after the last message
- Voice agent: When the call ends