How To Convert Leads on Google Forms into Pipedrive Contacts

from lead gen to CRM in a Zap!

There are a ton of ways to generate leads. One of our favorite sales tool at Botlify for lead generation is Google forms. It is a great app for gathering contact information but it's not a great relationship manager tool. Instead of wasting time transferring contact information from Google forms into our relationship manager software, or CRM, we used Zapier — an online workflow automation tool — to automate this process. If you’re using Pipedrive, you’re in luck. Using Zapier we will automate your workflow so that every new Google Form response converts into a Pipedrive contact and deal.

Let’s jump right in.

On Zapier’s main page, let’s choose our apps.

Next, let’s connect to our accounts. Google first.

Now let’s choose the responses we want.

1. Go to your Google Form and click on responses. Next to the number of responses, on the right, will be a green Google Spreadsheet icon. Your responses are housed here.
2. If you haven’t created a spreadsheet yet, you only have to click create and give it a title. (I also change the column names to something shorter since the spreadsheet comes pre-populated with the questions)
3. In Zapier, choose the spreadsheet and sheet (at the bottom) that match our title.

Let’s test that it’s working.

Zapier will pull sample rows from your spreadsheet. You can click on the downward arrow and see exactly the information Zapier is pulling from your spreadsheet. You can see the column names and the fields. How cool!

Our next step is to connect PipeDrive. You will see an extra step: Go into your Pipedrive settings and copy and paste your API key.

Now it’s time to set up our deals! What should we title our deals?

In our questionnaire, we asked prospective clients to tell us what app they want to automate. We want to title all future deals the name of those apps. For us, that is the mainapp field.

What field is it for your business?

The next few fields are optional. We are choosing to configure 3 fields.

1. The Stage. We want our deals to start at Lead In.
2. PipeDrive user assigned to this one and future deals.

And…

3. Person associated with the deal. Here we will choose to find a Pipedrive Person in our contacts by their email (if they already exist) and if they don’t, we will create a new person.

Search Steps

In order to do the above, we will Add a Search Step under Person. You will see this additional step automatically added on the left side of the page. It will be added between Trigger and Action.

We first select what field to search by in Pipedrive in order to find our Person. We chose email because of their uniqueness. Names are likely to be repeated.

Next, we select what field in our spreadsheet we will use to match the email in Pipedrive. We have a column for emails, so we chose this field.

Don’t forget to check the box Create Pipedrive Person if it doesn’t exist yet?

Let’s create our Pipedrive Person now. You may select as many fields as you have in your spreadsheet. We have name and email in ours. So this is what we selected.

Now that we have set the parameters for searching for the Pipedrive person and creating one if it doesn’t exist, we can now go back to creating our deal.

On the left side of the page, in the action step, choose Edit Template. Let’s continue on the right.

For our deal, we are choosing to set the value of the deal when created.

In our questionnaire, we have a question about the budget. We choose the budget field in our Spreadsheet as our value for this and future deals.

*Notice that in the dropdown menu we have Find or Create Person as field options. This is our Search Step! This is in case you want to link ‘Value’ to a field found in the Pipedrive Person’s details. Yes, we know, so meta!

But for this Zap, we only need fields from our spreadsheet, so let’s continue to choose that.

We’ve done it! Now let’s check that a deal has been created and that an existing contact, M. Kiefer, has been added to our Deal.

Turn on your Zap, and you’re done!

Pro Hack: This Zap Only works for new rows added to the sheet. If you already have many rows in a spreadsheet that you want to turn into deals, we can get around this.

1. Make a copy of your spreadsheet and delete all but one contact in the copy.
2. Use this single line spreadsheet when you set up your Zap and follow the steps just as we did above. Turn your Zap on!
3. So now let’s add the other rows! Let’s copy your contacts from your original sheet into the sheet linked to your Zap!

This will trigger your Zap and update your PipeDrive with all of the responses.

Copyright 2019, Botlify

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