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Overview
Pipedrive is a CRM specialized on managing contacts and deals. It allows surveilling contacts, deals, communication and provides insights to control the flows easier. The integration adds the possibility to subscribe contacts to Maileon using a DOI process and allows sending transactions, when a deal is created, updated or deleted.
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Key Features
Installation Guide
The first step is to install the app from the marketplace. Just go to https://www.pipedrive.com/en/marketplace, search for the Maileon app (Figure 1) and press the install button.
The app will ask for the following permissions (Figure 2):
Access to basic information
This is a basic permission which is mandatory for all apps.Administer account
This is the most critical permission, which is required as webhooks need to set up and as the permission management is not very fine grained, this permission is required.Contacts: Full access
This is required to submit new subscribers to Maileon and sync back the unsubscribes from Maileon to Pipedrive.Deals: Read only
This is required for submitting deals as transactions towards Maileon.
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Configuration
If the plugin activation process was successful, you will be redirected to the page of the plugin, where you can enter the settings (Figure 3 and Figure 4).
For accessing the configuration later, log into Pipedrive and go to this URL:
https://apollopipedrive-xsic.maileon.hu/pipedriveplugincom/pipedrive-app
1. Maileon API
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Initial permission
Select the permission you want to give to the new contacts who will be added in your Maileon account.
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DOI process
If it's enabled, then a DOI process will be started when a new contact is added to your Maileon account from Pipedrive.
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DOI mailing ID
If you enabled the DOI process, then you can add the ID of the DOI mailing here.
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Key
The API Key is essential for establishing a connection to your Maileon account. You can create and view your API Key in your Maileon account by navigating to Settings → API Keys.
When you save your settings in the app, the API key will be validated. If the key is invalid, an error message will be displayed. Common errors include:
Validity period exceeded: The API key is no longer active.
Key was deactivated in Maileon: The API key has been disabled.
Characters were truncated at the beginning or end: Ensure the key is entered correctly without any missing characters.
2. Enable Pipedrive contacts sync
If you would like to sync your Pipedrive contacts with your Maileon account, then enable this option. If it's enabled, 3 webhooks will be created automatically. These webhooks will synchronize the contacts when you create, refresh and delete them. It won't work with the contacts you created earlier in your Pipedrive account.
3. Maileon contacts permission
None: No permission granted; the contact will receive only transaction emails (e.g., order confirmation).
Single Opt-in: Permission is granted by entering an email address in a form, but does not verify ownership of the email.
Double Opt-in: A confirmation email is sent; the contact can only be sent emails after confirming via the link.
Double Opt-in Plus: Includes consent for single user tracking. Deals sync to MaileonNote that without individual tracking, data for evaluating newsletter performance may be limited.
4. Enable Double Opt-in (DOI) Process
Enabling the DOI process will send a confirmation email to the new contact's email address with a confirmation link. Clicking this link grants them Double Opt-In Plus access to Maileon, regardless of the settings above.
If this option is not enabled, the contact will receive permission immediately without any confirmation.
5. Double Opt-in (DOI) Key
Enter a DOI mailing ID to determine which DOI mailing should be triggered when a contact subscribes to the newsletter. This identifier can be set in Maileon or retrieved from the corresponding DOI mailing in the default settings.
If a default DOI mailing is set in Maileon, this field does not need to be filled. A common mistake is enabling the DOI process without specifying the DOI key or setting a default mailing in Maileon.
6. Enable Pipedrive deals sync
If this option is enabled, a contact event will be created in your Maileon account after you add or a new deal to a contact or update an existing deal in Pipedrive.Custom
7. Enable custom fields mapping
Here you can set up 5 custom contact fields to send to Maileon when the contact subscribe. The same field name will be used in the Maileon. The drop-down list lists the custom fields in the Pipedrive.
These are for custom fields, see below what contact fields are synchronized by default in the integration.
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After setting up the plugin, it can be managed in the “Tools and apps” section (Figure 5) under “Marketplace apps” (Figure 6). Here, the plugin can also be deleted.
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Using the
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App
Contact sync
After saving the plugin, a person type custom field called “Newsletter” is created in the background in Pipedrive. This field will be used by the plugin to manage subscriptions. Never delete this custom field!
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Here, the new contact can be subscribed to the Maileon newsletter (Figure 9). This option can of course also be viewed and edited in the details of the contact (Figure 10 and Figure 11).
The following contact data is submitted:
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Field name | Field Maileon type | Description |
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Firstname | standard | First name |
Lastname | standard | Last name |
Fullname | standard | Full name |
Organization | standard | Company name |
External ID | standard | Pipedrive ID + Person ID |
createdByPipedrive | custom | boolean |
pipedriveId | custom | Pipedrive ID fro Maileon webhooks |
owner_name | custom | The contact owner name |
owner_email | custom | The contact owner email |
Extra Custom fields
In the plugin settings you can set up 5 extra custom fields that should also be sent to Maileon.
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If someone unsubscribes from Maileon, they will also need to sync back to Pipedrive. To do this, you need to set up an unsubscribe webhook in Maileon.
In Maileon go to Settings → Webhooks and create a new webhook.
Settings:
Event: unsubscribe
Url: https://apollo.maileon.hu/pipedriveplugin/webhooks/maileon/unsubscribe
Param: external_id
Param: pipedriveId
When a contact unsubscribe, Maileon deletes the contact details, but we need the pipedriveId, so we need to set this field as an exception.
In Maileon go to Settings → Contact Management, open the Unsubscriber Management tab and add the pipedriveId to the “are transferred to unsubscriber database“.
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Deals sync
The first time a new deal is created or an existing deal is updated, a transaction type called “pipedrive_deal_added”, “pipedrive_deal_updated”, “pipedrive_deal_deleted“ is created in Maileon and will be filled with the data (Figure 10). The purpose of these transactions is to allow using the data in Maileon for filtering interesting contacts, not sending them mails about updated deals.
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The three transaction types include the following fields:
Transaction field name | Transaction field type | Description |
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| integer | Deal ID |
| string | Deal title |
| integer | Deal value |
| string | Deal currency |
| string | Deal status |
| string | Deal person name |
| string | Deal organization name |
| string | Deal owner name |
| string | Deal cc email address |
| string | Deal excepted close date |
| datetime | Deal created/updated/deleted timestamp |