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Every 10 minutes

Turn lead replies into the right Pipedrive follow-up

When a lead replies to your email, Pipedrive gets a follow-up activity that matches what they asked for, and the rep is told in Slack.

Runs
Every 10 minutes
Apps
Pipedrive, Slack
AI
Yes, uses the built-in AI allowance
Access
Pipedrive token; chat:write; mailbox read

Send this to your assistant

Create a ClickRuntime automation: every 10 minutes check my Pipedrive inbox for replies from contacts, classify the intent with AI, create a matching follow-up activity and Slack the deal owner.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

Reps send dozens of follow-up emails a week, and the replies come back mixed: one lead wants a call on Thursday, another asks for pricing, a third says not until next quarter. Each needs a different next step, but in a busy inbox they all look the same, and the follow-up depends on the rep reading carefully and adding the right activity in Pipedrive by hand.

This automation reads each new reply from a Pipedrive contact, works out what the person wants and creates the matching activity on their deal, such as a call, a pricing email or a reminder in three months. The rep gets a Slack message so a ready-to-buy reply never waits until the end of the day.

What you get out of it

  • Every reply gets a next step

    Each reply leaves a dated activity in Pipedrive, so nothing is lost in the inbox.

  • The follow-up fits the request

    A meeting request becomes a call, a pricing question becomes an email task and a 'not now' becomes a later reminder.

  • Hot replies reach the rep quickly

    A Slack message means a lead asking for a call hears back within the hour.

  • Cleaner pipeline data

    Activities are added consistently, so managers can trust what the pipeline says about next steps.

  • No double handling

    Each thread is remembered once handled, so the same reply never creates two activities.

How it works

What happens, step by step

  1. Every 10 minutes, ClickRuntime checks your Pipedrive email inbox for new replies.

  2. It skips threads it has already handled and stops straight away if nothing is new.

  3. AI reads each reply and decides what the person wants: a meeting, pricing, a later follow-up or nothing.

  4. A matching follow-up activity is added to the deal in Pipedrive.

  5. The rep is told in Slack with the contact, the intent and the new task.

Before it runs live

  • Connect Pipedrive
  • Connect Slack, then invite the app to the channel (type /invite @ClickRuntime there)

What you get

RunsEvery 10 minutes
Turn lead replies into the right Pipedrive follow-uptoday, 9:00Succeeded
Slack · #salesReply on 'Fleet planning for Contoso': meeting. Added 'Book the meeting' in Pipedrive.

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Act only on the items that match your own rules, and skip the rest
  • Change what the AI looks for, or how it writes the result
  • Add another app, for example also send it to Google Sheets
  • Combine it with other Pipedrive and Slack steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
lead_replies_follow_up_tasks_by_intent.pyexample
from clickruntime import on_trigger, credentials, http, ai, state, notify, report_fetched

API = "https://api.pipedrive.com"
TASKS = {"meeting": ("call", "Book the meeting"), "pricing": ("email", "Send pricing"), "later": ("task", "Check back")}

@on_trigger
def run(event):
    headers = {"Authorization": f"Bearer {credentials.connection('pipedrive', 'work')}"}
    threads = http.get(f"{API}/v1/mailbox/mailThreads", headers=headers, params={"folder": "inbox", "limit": 50}).json()["data"] or []
    seen = state.get("seen") or {}
    new = [t for t in threads if t.get("deal_id") and seen.get(str(t["id"])) != t["update_time"]]
    report_fetched(len(new))
    if not new:
        return {"checked": 0}
    for t in new:
        msgs = http.get(f"{API}/v1/mailbox/mailThreads/{t['id']}/mailMessages", headers=headers).json()["data"] or []
        intent = ai.generate((msgs[-1].get("snippet") or "")[:1500], max_output_tokens=5,
                             system="Reply with one word: meeting, pricing, later or none.").text.strip().lower()
        if intent in TASKS:
            kind, subject = TASKS[intent]
            http.post(f"{API}/v1/activities", headers=headers, json={"subject": subject, "type": kind, "deal_id": t["deal_id"]})
            notify.slack(f"Reply on '{t.get('subject')}': {intent}. Added '{subject}' in Pipedrive.", channel="#sales")
        seen[str(t["id"])] = t["update_time"]
    state.set("seen", seen)
    return {"handled": len(new)}

FAQ

Common questions

Which inbox does it read?
The mailbox you have connected to Pipedrive through its email sync. It only looks at threads already linked to Pipedrive contacts.
What intents does it recognise?
By default: wants a meeting, asks about pricing, not now, not interested, and other. You can tell your AI assistant to add your own, such as 'asks for a trial'.
What happens with 'not interested' replies?
It adds a short note and no activity, so the rep sees the outcome without being given a task they would only close.
What permissions does it need?
Pipedrive token; chat:write; mailbox read. Nothing else in your accounts is used.
Does it need AI?
Yes. It uses ClickRuntime's built-in AI, so you don't need an OpenAI or Anthropic key. Every plan includes a monthly AI allowance.
How many runs does it use?
One run each time it checks. Checks that find nothing new and stop right away aren't counted.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Turn lead replies into the right Pipedrive follow-up” from your assistant

Copy the prompt above, or connect your assistant first. Free plan, no credit card.