You can connect your Xentral environment with the CRM platform Pipedrive. The connection allows you to synchronize contacts, companies, and deals between Xentral and Pipedrive.
To set up the connection to Pipedrive:
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In your Pipedrive application, go to Settings > Personal preferences > API.
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Copy the API key from the Your personal API token field into your clipboard. You will need it later.
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In Xentral, open the Pipedrive module from the App Center or via the Smart Search.
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In the Settings tab of the Pipedrive Settings view, paste the API key from your clipboard into the API KEY field under Configure Pipedrive API.
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Click Save.
The necessary configuration in Xentral is created automatically and the initial import of data from Pipedrive starts automatically.
The initial import of contacts, companies, and deals from Pipedrive starts automatically.
All contacts and companies from Pipedrive will be imported and saved in the Contacts module in Xentral. They will be assigned to the automatically created contact group called Pipedrive. They are also automatically assigned the customer role so that they get a customer ID in Xentral.
All deals will be automatically imported into the Follow-ups module in Xentral. By default, the deals will appear in the Pipedrive board and will have the same deal stages as in Pipedrive.
By default, all contacts and companies in Xentral that belong to the Pipedrive contacts group will be synchronized at a 10 minute interval. Synchronization in this context means:
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New contacts or companies in Pipedrive will be added to Xentral with the customer role and will be automatically added to the Pipedrive contacts group.
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The importer does not check for existing entries with the same email address outside the Pipedrive group in Xentral. Thus, duplicate entries might be created during the first-time import.
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Any contact or company in Xentral that you newly assign to the Pipedrive contacts group will be added to Pipedrive.
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If contact details have changed in either system, they will be modified in the other system as well. This of course only applies to Xentral contacts or companies that have the customer role and that are part of the Pipedrive contacts group.
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Any deletions in either system will not be propagated to the other system. Also, if a contact or company is removed from the Pipedrive contact group in Xentral, it will not be deleted from Pipedrive and no new duplicate contact will be created in Xentral after the next synchronization.
By default, deals will be automatically mapped to the same stages as in Pipedrive.
The deals will appear in the Follow-ups module in a dedicated Pipedrive board.
The following deal properties will be synched between Pipedrive and Xentral so that a change in one system will be reflected in the other after the next synchronization run:
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Title of the deal
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Creation date and time
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Amount
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Stages
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Probability
You can customize the mapping of deal stages in Xentral.
To assign custom deal stages:
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In the Settings tab of the Pipedrive Settings view, select Assign manually in the Pipedrive setting section.
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In the Deal phases section, select the desired deal stage on Xentral side from the drop-down lists of the default deal stages.
Note
The new deal stage applies only to deals that are synched after you have changed the mapping. Existing unchanged deals in Xentral stay in their current stages.
In the Follow-ups module, the default deal stages are part of the Pipedrive board. If you have customized the deal stage mapping between Pipedrive and Xentral, the new deal stage might appear on a different board. However, you can adjust the allocation of stages to boards so that all stages you have associated with Pipedrive deals appear in the Pipedrive board.
To move a stage onto another board in the Follow-ups module:
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Go to the Follow-ups module:
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Go to the Stages tab and browse for the line with the stage you want to move onto the Pipedrive board.
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On the right side of this line, click
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In the Edit dialog box that appears, click the
icon in the Board field and select the Pipedrive board. -
Enter an integer number in the Sequence field to determine its position in the order of stages on the board.
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Click Save.
The automatically created default configuration on Xentral side is as follows:
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A contacts-related free field named Pipedrive-Label is added automatically in the basic settings. This is needed for the synchronization of contacts between Pipedrive and Xentral. Don't change or delete this free field!
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A contacts group named Pipedrive is created automatically. This is used to identify contacts that shall be synchronized with Pipedrive. We recommend leaving it this way. If needed, you can change the name of the group as described below.
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The process starter named Pipedrive Process Queues is started automatically. This triggers the periodical synchronization of contacts, companies, and deals between Pipedrive and Xentral. The default period is set to 10 minutes. You can modify the period as needed.
Note
Be aware that the Sync Settings section in the Pipedrive Settings page has no effect on the actual synchronization period.
When you set up the connection to Pipedrive, a new contact group called Pipedrive is automatically created in the Group module and all contacts imported from Pipedrive are automatically assigned to this contacts group.
In most cases, this default setup should be fine. If you however need to change the name of the contact group that is used for synching contacts between Pipedrive and Xentral, you can proceed as follows:
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Optionally, stop the Pipedrive Process Queues process starter.
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In Xentral NextGen, select
from the navigation to go to the Settings page. -
In Settings, activate the
Advanced Settings toggle and go to Administration > Process Starter. -
Scroll through the list of process starters looking for Pipedrive Process Queues and click
on the right side of the Pipedrive Process Queues entry. -
In the Edit dialog box that appears, clear the Active check box.
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Click Save.
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Open the Groups module via Smart Search or the App Center and change the name of the group there:
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Open the Pipedrive module from the App Center or via the Smart Search and change the group name there as well:
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If you have previously stopped the Pipedrive Process Queues process starter, go to the process starters and restart it by selecting the Active check box and saving the change.
If needed, you can modify the default synchronization period of 10 minutes. The synchronization period is defined by the Pipedrive Process Queues process starter, or, put in more technical terms, by a process starter with the pipedrive_process parameter.
To change the synchronization period:
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In Xentral NextGen, select
from the navigation to go to the Settings page. -
In Settings, activate the
Advanced Settings toggle and go to Administration > Process Starter. -
Scroll through the list of process starters looking for Pipedrive Process Queues and click
on the right side of the Pipedrive Process Queues entry. -
In the Edit dialog box that appears, enter the desired value into the Period field. This integer number corresponds to the period in minutes.
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Click Save.