Overview
Smart Sync automatically transfers information from data fields and product fields in Oneflow contracts back to Pipedrive whenever a contract is signed. This includes updates to product details such as price, quantity, and discounts. Please note that changes related to tax products will not be reflected. This helps streamline post-signature workflows for your sales, finance, and operations teams.
Once you've configured the settings, it works automatically in the background. When a Oneflow contract created from a Pipedrive deal is signed by all parties, Smart Sync will push the data fields and product fields you've chosen to sync to the corresponding records in Pipedrive.
- You must have already configured your desired Data field mappings between Oneflow and Pipedrive.
Enable Smart Sync
- Navigate to Oneflow settings in Pipedrive.
- Select the Smart sync sub-tab.
- You will see two toggles: Data fields and Products.
- Click the toggle for Data fields to enable syncing Oneflow data fields to Pipedrive properties.
- Click the toggle for Products to enable syncing product data from a Oneflow product table to the products in the Pipedrive deal.
- Your settings are saved automatically. Smart Sync will now be active for all new contracts that are signed.
If you do not configure any data field mappings, Smart Sync will have no data to transfer, even if the feature is enabled.
What Data is Synced?
You have granular control over what gets synced through two main toggles:
- Data fields: Updates mapped fields on the Pipedrive Deal, Organization, and Person objects.
- Products: Updates the product list, including quantities, prices, and discounts, on the Pipedrive Deal.
Data Fields
When the Data fields toggle is enabled, the data fields in the signed contract are pushed to their mapped property in Pipedrive. This includes:
- Deal Properties: Updates fields on the deal linked to the contract.
- Organization Properties: Updates fields on the organization record associated with the deal.
- Person Properties: Syncs information from Oneflow data fields containing participant details (like name, email, and phone) back to the corresponding Person record in Pipedrive.
Products
When the Products toggle is enabled, product details contained in the Oneflow contract’s product table are pushed to the corresponding Pipedrive deal’s product list. This includes:
- Updates: Changes made to product price, quantity, and discounts in the Oneflow contract’s product table will be reflected in Pipedrive.
- Deletions: If a product is removed from the Oneflow contract’s product table, then the corresponding product line will be removed from the Pipedrive deal.
Smart Sync can only update or remove existing products that have already been added to the deal from your Pipedrive product library. It does not create new products in your Pipedrive Product Library. If you add a brand-new, unlisted item to a Oneflow contract, it will not be created in Pipedrive’s Product Library.
Monitoring Sync Activity
- You can easily track when Smart sync occurred by navigating to the Pipedrive object’s History section (i.e. a Deal, Person, Organization).
- After a successful Smart sync operation, an event will be displayed containing which object was updated.
- If the sync fails, the event log will show an error message. This can be helpful for troubleshooting with your administrator or our support team.
Scenario: Sarah, a sales rep, is closing a deal tracked in Pipedrive. The deal includes two products: an Enterprise License and an Implementation Package.
Contract creation: Sarah creates a Oneflow contract from the Pipedrive Deal. The client’s details and the product table is automatically populated.
Negotiation: The client requests a 10% discount on the Enterprise License. Sarah applies this discount directly in the Oneflow contract's product table and also fills in a custom data field for the Customer PO Number.
Signing: The client signs the contract digitally in Oneflow.
Automatic update:
- The Enterprise License product within the Pipedrive Deal is automatically updated to reflect the 10% discount.
- The Customer PO Number custom field on the Deal is instantly populated with the value from the contract.
Confirmation: Sarah checks the activity log in the Oneflow contract and sees a new entry confirming that the “Pipedrive Deal was updated successfully.”