Overview

Pipedrive is a powerful customer relationship management (CRM) platform designed to streamline the management of contacts and deals. It enables businesses to efficiently track and organize customer information, monitor deals at various stages, oversee communication history, and generate actionable insights to better control workflows and sales pipelines.

The Pipedrive App enhances these capabilities by integrating with Maileon, a robust email marketing platform. This integration introduces the ability to seamlessly subscribe contacts to Maileon using a double opt-in (DOI) process, ensuring compliance with data protection regulations and maintaining the integrity of your email lists.

Additionally, the app facilitates the automation of transactional events. It allows you to trigger specific actions in Maileon whenever a deal in Pipedrive is created, updated, or deleted. This feature empowers businesses to maintain real-time synchronization between their CRM and email marketing campaigns, fostering more efficient communication and improved customer engagement.

Key Features

• Automatic Synchronization of Newsletter Subscribers: Ensure that all newsletter subscribers in Pipedrive are automatically synced to Maileon, keeping your email marketing lists accurate and up to date.

• Automatic Synchronization of Newsletter Unsubscribers: Reflect changes in subscription preferences by automatically syncing unsubscribers from Maileon back to Pipedrive, maintaining data consistency across platforms.

• Automatic Synchronization of DOI Confirmations: Seamlessly track double opt-in (DOI) confirmations to ensure compliance with email marketing regulations and build trustworthy communication channels.

• Transactional Mailings for Deals: Automate the sending of transactional emails triggered by the creation, update, or deletion of deals, keeping your customers informed and engaged in real-time.

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.

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Figure 1 - Pipedrive Marketplace

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.

• Deals: Read only
  This is required for submitting deals as transactions towards Maileon.

• Contacts: Full access
  This is required to submit new subscribers to Maileon and sync back the unsubscribes from Maileon to Pipedrive.

• 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.

• Webhooks: Full access
  Real-time synchronisation requires webhooks. With this access, the app can create and delete webhooks.

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Figure 2 - Access scopes

Configuration

Upon successfully activating the plugin, you will be redirected to the plugin’s settings page, where you can configure its parameters (see Figure 3 and Figure 4 for reference). Here, you can tailor the integration to suit your specific requirements and preferences.

If you need to access the configuration settings at a later time, simply log in to your Pipedrive account and navigate to the following URL:

This ensures you always have convenient access to the plugin’s configuration options, enabling you to make adjustments as needed.

1. Maileon API 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. Note 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.

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.

Using the App

Contact sync

After saving the plugin, a custom field called “Newsletter” is automatically created in Pipedrive under the person type fields. This custom field is essential for the plugin’s operation, as it manages the subscription status of your contacts. It is important not to delete this custom field, as doing so may disrupt the functionality of the integration.

To subscribe a new contact to the Maileon newsletter, simply use the “Newsletter” custom field (see Figure 7). This field can also be accessed and edited within the contact’s details page (see Figures 8 and 9).

The following contact data is submitted:

Extra Custom fields

In addition, the App settings provide the flexibility to define up to five extra custom fields that can be sent to Maileon as contact custom fields. This allows for enhanced customization and ensures that your email marketing campaigns can leverage additional data points for segmentation and personalization.

Deals sync

When a new deal is created or an existing deal is updated for the first time, the integration automatically generates contact event types in Maileon: “pipedrive_deal_added”, “pipedrive_deal_updated”, and “pipedrive_deal_deleted.” These contact event types are populated with the corresponding deal data.

The purpose of these contact events is to provide actionable data within Maileon, enabling you to filter and identify interesting contacts based on deal activity. These events are designed solely for data analysis and segmentation purposes and should not be used to trigger email communications regarding updated deals.

Each of the three contact event types includes the following fields:

Uninstall the App

If you no longer require the app, you can uninstall it easily. Refer to the following figures for step-by-step instructions on how to remove the app from your Pipedrive account (see Figures 10, 11 and 12).

By uninstalling the app, you will disable all associated features and integrations, ensuring that it no longer interacts with your Pipedrive and Maileon accounts. Please note that uninstalling the app will not automatically delete any data already synchronized between the two platforms.