Pipedrive Automation

Pipedrive Automation via Rube MCP

Automate Pipedrive CRM workflows including deal management, contact and organization operations, activity scheduling, notes, and pipeline/stage queries through Composio's Pipedrive toolkit.

Toolkit docs: composio.dev/toolkits/pipedrive

Prerequisites

• Rube MCP must be connected (RUBE_SEARCH_TOOLS available)
• Active Pipedrive connection via RUBE_MANAGE_CONNECTIONS with toolkit pipedrive
• Always call RUBE_SEARCH_TOOLS first to get current tool schemas

Setup

Get Rube MCP: Add https://rube.app/mcp as an MCP server in your client configuration. No API keys needed — just add the endpoint and it works.

1. Verify Rube MCP is available by confirming RUBE_SEARCH_TOOLS responds
2. Call RUBE_MANAGE_CONNECTIONS with toolkit pipedrive
3. If connection is not ACTIVE, follow the returned auth link to complete Pipedrive OAuth
4. Confirm connection status shows ACTIVE before running any workflows

Core Workflows

1. Create and Manage Deals

When to use: User wants to create a new deal, update an existing deal, or review deal details in the sales pipeline.

Tool sequence:

1. PIPEDRIVE_SEARCH_ORGANIZATIONS - Find existing org to link to the deal [Optional]
2. PIPEDRIVE_ADD_AN_ORGANIZATION - Create organization if none found [Optional]
3. PIPEDRIVE_SEARCH_PERSONS - Find existing contact to link [Optional]
4. PIPEDRIVE_ADD_A_PERSON - Create contact if none found [Optional]
5. PIPEDRIVE_GET_ALL_PIPELINES - Resolve pipeline ID [Prerequisite]
6. PIPEDRIVE_GET_ALL_STAGES - Resolve stage ID within the pipeline [Prerequisite]
7. PIPEDRIVE_ADD_A_DEAL - Create the deal with title, value, org_id, person_id, stage_id [Required]
8. PIPEDRIVE_UPDATE_A_DEAL - Modify deal properties after creation [Optional]
9. PIPEDRIVE_ADD_A_PRODUCT_TO_A_DEAL - Attach line items/products [Optional]

Key parameters:

• title: Deal title (required for creation)
• value: Monetary value of the deal
• currency: 3-letter ISO currency code (e.g., "USD")
• pipeline_id / stage_id: Numeric IDs for pipeline placement
• org_id / person_id: Link to organization and contact
• status: "open", "won", or "lost"
• expected_close_date: Format YYYY-MM-DD

Pitfalls:

• title is the only required field for PIPEDRIVE_ADD_A_DEAL; all others are optional
• Custom fields appear as long hash keys in responses; use dealFields endpoint to map them
• PIPEDRIVE_UPDATE_A_DEAL requires the numeric id of the deal
• Setting status to "lost" requires also providing lost_reason

2. Manage Contacts (Persons and Organizations)

When to use: User wants to create, update, search, or list contacts and companies in Pipedrive.

Tool sequence:

1. PIPEDRIVE_SEARCH_PERSONS - Search for existing person by name, email, or phone [Prerequisite]
2. PIPEDRIVE_ADD_A_PERSON - Create new contact if not found [Required]
3. PIPEDRIVE_UPDATE_A_PERSON - Modify existing contact details [Optional]
4. PIPEDRIVE_GET_DETAILS_OF_A_PERSON - Retrieve full contact record [Optional]
5. PIPEDRIVE_SEARCH_ORGANIZATIONS - Search for existing organization [Prerequisite]
6. PIPEDRIVE_ADD_AN_ORGANIZATION - Create new organization if not found [Required]
7. PIPEDRIVE_UPDATE_AN_ORGANIZATION - Modify organization properties [Optional]
8. PIPEDRIVE_GET_DETAILS_OF_AN_ORGANIZATION - Retrieve full org record [Optional]

Key parameters:

• name: Required for both person and organization creation
• email: Array of objects with value, label, primary fields for persons
• phone: Array of objects with value, label, primary fields for persons
• org_id: Link a person to an organization
• visible_to: 1 = owner only, 3 = entire company
• term: Search term for SEARCH_PERSONS / SEARCH_ORGANIZATIONS (minimum 2 characters)

Pitfalls:

• PIPEDRIVE_ADD_AN_ORGANIZATION may auto-merge with an existing org; check response.additional_data.didMerge
• Email and phone fields are arrays of objects, not plain strings: [{"value": "test@example.com", "label": "work", "primary": true}]
• PIPEDRIVE_SEARCH_PERSONS wildcards like * or @ are NOT supported; use PIPEDRIVE_GET_ALL_PERSONS to list all
• Deletion via PIPEDRIVE_DELETE_A_PERSON or PIPEDRIVE_DELETE_AN_ORGANIZATION is soft-delete with 30-day retention, then permanent

3. Schedule and Track Activities

When to use: User wants to create calls, meetings, tasks, or other activities linked to deals, contacts, or organizations.

Tool sequence:

1. PIPEDRIVE_SEARCH_PERSONS or PIPEDRIVE_GET_DETAILS_OF_A_DEAL - Resolve linked entity IDs [Prerequisite]
2. PIPEDRIVE_ADD_AN_ACTIVITY - Create the activity with subject, type, due date [Required]
3. PIPEDRIVE_UPDATE_AN_ACTIVITY - Modify activity details or mark as done [Optional]
4. PIPEDRIVE_GET_DETAILS_OF_AN_ACTIVITY - Retrieve activity record [Optional]
5. PIPEDRIVE_GET_ALL_ACTIVITIES_ASSIGNED_TO_A_PARTICULAR_USER - List user's activities [Optional]

Key parameters:

• subject: Activity title (required)
• type: Activity type key string, e.g., "call", "meeting", "task", "email" (required)
• due_date: Format YYYY-MM-DD
• due_time: Format HH:MM
• duration: Format HH:MM (e.g., "00:30" for 30 minutes)
• deal_id / person_id / org_id: Link to related entities
• done: 0 = not done, 1 = done

Pitfalls:

• Both subject and type are required for PIPEDRIVE_ADD_AN_ACTIVITY
• type must match an existing ActivityTypes key_string in the account
• done is an integer (0 or 1), not a boolean
• Response includes more_activities_scheduled_in_context in additional_data

4. Add and Manage Notes

When to use: User wants to attach notes to deals, persons, organizations, leads, or projects.

Tool sequence:

1. PIPEDRIVE_SEARCH_PERSONS or PIPEDRIVE_GET_DETAILS_OF_A_DEAL - Resolve entity ID [Prerequisite]
2. PIPEDRIVE_ADD_A_NOTE - Create note with HTML content linked to an entity [Required]
3. PIPEDRIVE_UPDATE_A_NOTE - Modify note content [Optional]
4. PIPEDRIVE_GET_ALL_NOTES - List notes filtered by entity [Optional]
5. PIPEDRIVE_GET_ALL_COMMENTS_FOR_A_NOTE - Retrieve comments on a note [Optional]

Key parameters:

• content: Note body in HTML format (required)
• deal_id / person_id / org_id / lead_id / project_id: At least one entity link required
• pinned_to_deal_flag / pinned_to_person_flag: Filter pinned notes when listing

Pitfalls:

• content is required and supports HTML; plain text works but is sanitized server-side
• At least one of deal_id, person_id, org_id, lead_id, or project_id must be provided
• PIPEDRIVE_GET_ALL_NOTES returns notes across all entities by default; filter with entity ID params

5. Query Pipelines and Stages

When to use: User wants to view sales pipelines, stages, or deals within a pipeline/stage.

Tool sequence:

1. PIPEDRIVE_GET_ALL_PIPELINES - List all pipelines and their IDs [Required]
2. PIPEDRIVE_GET_ONE_PIPELINE - Get details and deal summary for a specific pipeline [Optional]
3. PIPEDRIVE_GET_ALL_STAGES - List all stages, optionally filtered by pipeline [Required]
4. PIPEDRIVE_GET_ONE_STAGE - Get details for a specific stage [Optional]
5. PIPEDRIVE_GET_DEALS_IN_A_PIPELINE - List all deals across stages in a pipeline [Optional]
6. PIPEDRIVE_GET_DEALS_IN_A_STAGE - List deals in a specific stage [Optional]

Key parameters:

• id: Pipeline or stage ID (required for single-item endpoints)
• pipeline_id: Filter stages by pipeline
• totals_convert_currency: 3-letter currency code or "default_currency" for converted totals
• get_summary: Set to 1 for deal summary in pipeline responses

Pitfalls:

• PIPEDRIVE_GET_ALL_PIPELINES takes no parameters; returns all pipelines
• PIPEDRIVE_GET_ALL_STAGES returns stages for ALL pipelines unless pipeline_id is specified
• Deal counts in pipeline summaries use per_stages_converted only when totals_convert_currency is set

Common Patterns

ID Resolution

Always resolve display names to numeric IDs before operations:

• Organization name -> org_id: PIPEDRIVE_SEARCH_ORGANIZATIONS with term param
• Person name -> person_id: PIPEDRIVE_SEARCH_PERSONS with term param
• Pipeline name -> pipeline_id: PIPEDRIVE_GET_ALL_PIPELINES then match by name
• Stage name -> stage_id: PIPEDRIVE_GET_ALL_STAGES with pipeline_id then match by name

Pagination

Most list endpoints use offset-based pagination:

• Use start (offset) and limit (page size) parameters
• Check additional_data.pagination.more_items_in_collection to know if more pages exist
• Use additional_data.pagination.next_start as the start value for the next page
• Default limit is ~500 for some endpoints; set explicitly for predictable paging

Known Pitfalls

ID Formats

• All entity IDs (deal, person, org, activity, pipeline, stage) are numeric integers
• Lead IDs are UUID strings, not integers
• Custom field keys are long alphanumeric hashes (e.g., "a1b2c3d4e5f6...")

Rate Limits

• Pipedrive enforces per-company API rate limits; bulk operations should be paced
• PIPEDRIVE_GET_ALL_PERSONS and PIPEDRIVE_GET_ALL_ORGANIZATIONS can return large datasets; always paginate

Parameter Quirks

• Email and phone on persons are arrays of objects, not plain strings
• visible_to is numeric: 1 = owner only, 3 = entire company, 5 = specific groups
• done on activities is integer 0/1, not boolean true/false
• Organization creation may auto-merge duplicates silently; check didMerge in response
• PIPEDRIVE_SEARCH_PERSONS requires minimum 2 characters and does not support wildcards

Response Structure

• Custom fields appear as hash keys in responses; map them via the respective Fields endpoints
• Responses often nest data under response.data.data in wrapped executions
• Search results are under response.data.items, not top-level

Quick Reference

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