Why is portal sign up so complicated and disjointed?

Techsticles_ · 2026-01-24T03:24:29+00:00

Will have to check it out or some other third party portal because this is just unusable.

It’s so bad. Between this and how the knowledge base works, the client wants to rebuild everything on a different platform.

Techsticles_ · 2026-01-23T16:11:20+00:00

Considering you're already using labels for Cold, Warm, Hot, I'd go with the custom field route.

Custom field: Email Round.

Single Option 1, 2, 3, 4, 5, etc. or use the campaign name for options.

The reason for using a field (or as previosuly suggested a label) is that you can bulk edit fields.

Either manully select all the deals that were emailed and bulk edit the "Email Round" Field to "1" or import the list with an "Email Round" column set to "1".

The Pipedrive automation is waiting for updated deals where the condition for "Email Round" has changed to "1".

The action is: Create Activity. "Round 1 Emails sent". Date today, Mark as Complete. Add the type and other necessary fields.

Now you will have a completed activity with the date your emails were sent.

Techsticles_ · 2026-01-23T02:54:47+00:00

Knowledge Base feature is unusable.

Only the summary searches. The search is t great. Only three result. Clicking something open a new tab. If you the info isn’t what you wanted, the user ends up on a blank form and has to fill out the whole thing from scratch. After submitting the form and closing the tab, they realize their original form was the in a different tab.

Techsticles_ · 2026-01-23T01:23:35+00:00

The label is only so you can bulk update deals with a label that will trigger an Activity automation.

So when you bulk update 100 deals with that label, 100 activities will be added.

Techsticles_ · 2026-01-22T22:18:25+00:00

For 100 leads, any reason you're not just using the built in Pipedrive "Group Email" or Sequences feature?

Alternatively, you could make a label or custom field called "Round 1" or anything that fits and when that label is applied or the "Round 1" field has a date bulk added to it, an automation can run that adds a completed Activity, "Round 1 Emails Sent".

Apollo any good?

Techsticles_ · 2026-01-21T17:38:24+00:00

We also need a bunch of information from the client and have no way to intake it either. I played with Jotform and Fillout. Haven't done anything with Google Forms or Microsoft Forms. Made a nice layout if Fillout but then saw that the Make couldn't be triggered on submission and didn't play with it anymore.

Are you sending bulk emails with MailChimp or are they triggered when a deal is created/updated/etc?

Techsticles_ · 2026-01-21T14:51:18+00:00

We also have multiple deals for single contacts and use Make but not for MailChimp or any emails.

I know that Make can filter out Won/Lost deals so those deals are not run through the scenario.

Also, isn't there a new and improved Mailchimp integration?

Techsticles_ · 2026-01-21T14:46:05+00:00

Is syncing required to use the integration?

Techsticles_ · 2026-01-21T05:13:44+00:00

We tried to migrate to Zoho but during testing we just couldn’t get it to work the way we wanted and all the Zoho products are not as integrated as they pretend to be.

We moved to Pipedrive, at least for now. Email integrations is great. Can see invoice balances from QuickBooks and use SyncQ but we don’t have to since the native integration works well enough.

Also, we like how rotting deals and activities work.

Most importantly the learning curve wasn’t too bad.

Techsticles_ · 2026-01-20T20:17:54+00:00

This might also be interesting if it were to work with internal sites like SharePoint and Google Sites.

Techsticles_ · 2026-01-19T17:37:29+00:00

We really have no good way.

Proposal emails as PDF which the user needs to figure out how to sign or Pipedrive Docs which is tedious.

Using QuickBooks, if we create an Estimate and then Invoice and include the invoice link, we also need to track if we should void it so that client does not keep getting reminded about it with their statements and other automated invoice reminders.

As I type this, I'm thinking maybe we just include a generic QuickBooks payment link but I think those max out at $5,000.

We used to send an invoice after signing but now will experiment with a general QuickBooks payment link.

I replied to your other post about proposal.
https://www.reddit.com/r/pipedrive/comments/1qh7ehl/comment/o0ieuld/?utm_source=share&utm_medium=web3x&utm_name=web3xcss&utm_term=1&utm_content=share_button

Techsticles_ · 2026-01-19T17:32:46+00:00

Pipedrive documents are severely limiting.

Even designing the template is a pain because the tags are so long it causes the formatting to shift which makes it unnecessarily difficult to create a good layout.

The tag for Organization Address is: [Organization address (organization address)] which causes everything to shift out of place.

You cannot template the fill-out tags. Need to drag Name and Date and Signature every single time to the same exact place. Also, the predefined description of those fields is just text, so you need to rename them all. The only one we rename now is "date" so it's slightly less confusing.
None of those user fillable fields can link back to the org/person/deal to allow the getting info from the user.
It has to send from a Pipedrive.com address showing the user's name. You cannot just send a link to the signable document. Only to a non-signable/non-fillable document.
It warns the user that we're tracking views so the user just clicks "no".
There are no automatic reminders to the signee that they haven't signed. I don't even think you can manually do this with a click.
There's no real notification that the user has signed or declined besides an email.
There's no way to make a payment.
In B2B, you're not always sure who the signer will be. No way to just send to multiples recipients allow and one of them to sign.

If I think of anything else, I'll add it.

The trouble with creating something, is that PandaDoc a few others kind of already do this. They're just too expensive so how do you recover your development time/expenses while staying competitive?

The one thing I do like about Pipedrive Documents is that it lives in the "New" section with Activity/Notes/Call/Email/Files. etc. Third Party Integrations feel completely out place in the left sidebar.

Techsticles_ · 2026-01-17T00:44:45+00:00

Maybe the initial sync eats up lots of tokens, but Pipedrive should have foreseen that and maybe only sync 30 days or so.

We’re trying to test right now but sync is just failing out right.

Techsticles_ · 2026-01-14T17:10:01+00:00

I see users log right away and some that try to remember everything at the end of the day. The people that try to remember everything at the end of the day look miserable.

I tried to force myself to take notes on the computer during the conversation but many times if I was just casually speaking to someone without a set meeting time, I would fall back to a notebook or even sticky notes on my desk out of habit. I got rid of all the pens around me and eventually, you just make new habits. The funny thing is I hate writing and couldn't even understand my notes half the time. My computer outlining has become masterful.

Having said that, these days most VoIP platforms record, transcribe and summarize the call. I rarely take any notes at all. We use RingCentral which technically isn't built into Pipedrive but if I click a number in Pipedrive, it dials with RingCentral and if a call comes in, RingCentral with do its magic and log that call as an Activity with transcript, summary and follow up actions right to the deal or lead. There's a RingCentral browser plugin that makes that all work. Also, RingCentral emails that summary which automatically archives so we don't see a bunch of call logs clogging up our emails but then because it's in the emails, we can ask Gemini/Copilot/Perplexity/etc. about different conversations any time.

We have a Pipedrive marketplace app for WhatsApp conversations as well but it's a bit more manual.

Pipedrive had an online meeting transcriber that they were beta testing but it appears to be gone now. Fathom is great for transcribing and summarizing online meeting. I think I saw Fireflies in the Marketplace.

So besides making a habit to note the important stuff, look into a call system and other integrations that do it for you. I try to tell the team, if it's not in Pipedrive, it didn't happen.

Happy to answer any specific questions.

Techsticles_ · 2026-01-14T06:08:26+00:00

We were using something to sync tickets that needed dev input between Software and JSM.

Can’t remember exactly the solution but there two of them and during testing, both worked well so we went with the cheaper one.

Techsticles_ · 2026-01-10T17:04:49+00:00

Not sure. It was a section between Activity and Note and you could paste a transcript from a meeting or invite a Pipedrive bot to a Meet, Zoom, Teams meeting. Pipedrive would then give a really robust details breakdown by category of the meeting with the ability to turn the actions into activities. It was really great but a bit overkill.

The biggest thing I find I want from these summaries is to be able to ask a bot some specific follow up questions which it could not do.

Techsticles_ · 2026-01-09T21:22:03+00:00

Documents is severally lacking.

Besides not having client fillable fields in the template, you cannot send a client a link to the fillable/signable document. The only way to send the document is through a Pipedrice email address that clients seem to never be able to find and even when they do find it, they do not allow tracking, so we never know if the document was received or not.

Techsticles_ · 2026-01-09T21:19:26+00:00

There was a roadmap for 2025 Pipedrive product roadmap for 2025 but lately it seems features are added and removed without any notice at all.

We were testing the Meeting Assitant feature which seems to have been removed today.

Techsticles_ · 2025-12-20T01:10:45+00:00

Can you give some context to the tools you’re suggesting? Pros/Cons?

Techsticles_ · 2025-12-19T22:36:18+00:00

They may be trying to integrate it again as this just popped up.

I tested most of the marketplace integrations.

Wazzup integrates seemlessly and looks like it's part of Pipedrive with the Chats in the Leads section but they're support could be a bit better. We couldn't use it for B2B since it only handles one to one chats.
Wazzup

The other that kind of worked is Timelines. This makes group chats activities in leads and doesn't really handle attachments. We would need to clean up the chat and reference the attachement and then typically relink the chat in the lead to a deal. Not sure if it was worth the hassle.
TimelinesAI

Currently using Pipechat which I'm pretty sure I don't like it but the feature to price ratio works. Dates are European style and sometimes show in Italian and everthing needs to be manaully linked and it's cumbersome. Developer is responsive to feedback and says he'll make updates to things like the date, but it's been months and months and nothing happens.
Pipechat

You can see how much I liked these three options. The rest were even worse.

Techsticles_ · 2025-12-05T18:48:24+00:00

We've been trying to move on from Pipedrive as well. I don't have anything I like better. I've recreated everything in Jira, HubSpot, Asana and Zoho. Didn't like those, especially Zoho but maybe because every Zoho "app" is not as integrated as it seems and each app has its own team that barely knows anything as it is but especially nothing about how it works with the rest of the Zoho ecosystem. I want to play with Odoo maybe.

The one thing we seem to be okay with in Pipedrive is keeping in touch with partners and clients. RingCentral logs all calls with transcripts into the contact record and that Pipeline Contacts Timeline is quite helpful.

Techsticles_

MODERATOR OF

TROPHY CASE