How to Send Qualified Leads from RD Station to Pipedrive

If you use RD Station to manage leads and Pipedrive to track your sales pipeline, every qualified lead needs to move from one to the other at the right moment — along with the right contact data, so your sales team can act on it.

Doing those updates manually every time a lead changes status creates extra work and leaves room for things to fall through the cracks.

In this guide, we'll set up an automation that creates or updates a person in Pipedrive every time a lead is marked as an opportunity in RD Station. Follow the steps below to set it up.

Creating the connections

Before building your automation in Albato, make sure both apps are already connected to the platform.

In this tutorial, we'll use RD Station and Pipedrive as examples.

If you haven't connected these apps yet, go to the Apps section in the Albato menu, click on Add new connection, and search for the app names to start the authentication process.

If you have any questions about how to connect Pipedrive, check out this article here.

To learn how to create your RD Station connection, read this article: How to connect RD Station to Albato.

Only after the connections are active can you proceed with creating the automation.

Creating the automation

Go to the Automations tab in the platform and click on Create new automation.

Then, click on Step 1 (the automation trigger).

In this example, we'll use the trigger Lead is marked as an opportunity in RD Station. This means that whenever this action occurs, all data associated with that lead will be collected by Albato and sent automatically to Pipedrive.

Choose the RD Station app and the action Lead is marked as an opportunity.

Repeat the process, this time adding a second step to your automation.

Now select the Pipedrive action Find Person by Email.

This way, we'll check if the contact already exists in Pipedrive before creating a new one — avoiding errors or duplicates.

Click on the email field that appears and select the Email parameter received from RD Station in step 1, as shown below.

Next, click the + icon and then Action.

Now add a step to Create Person.

Fill in the fields that appear next. The name field is required, while the others are optional depending on what data you want to send from RD Station to Pipedrive.

At this step, you can either manually enter fixed values that will apply to all new contacts, or click each field and select dynamic values from the RD Station trigger.

Please, note: Fields like Owner ID and Organization ID refer to identifier numbers from Pipedrive. If this data is relevant, fill in these fields manually with the values found in Pipedrive — not values from RD Station.

After filling in the required information, click Save and add another step — this time selecting the action Update Person.

The logic for filling in the fields is similar. In the Person ID field, use the parameter with the same name from step 2, as shown below.

Now, between the Create Person (step 3) and Update Person (step 4), click the + icon and select the Break tool.

Your automation will now look like this.

Lastly, add one more step right after the Find Person by Email action (step 2). This time, add the Router tool.

This tool creates a condition: in step 2, Albato automatically checks if the person already exists in Pipedrive. If they exist, the automation jumps to step 5 and updates that person. If they don't exist, the automation goes to step 3 to create the person, and the Break tool prevents it from reaching step 5 — since updating a newly created contact isn't necessary.

To do this, add the Router tool after step 2.

Configure the condition using Person ID as the key value. If the ID is empty, the person doesn't exist and should be created. If it has a value, the person should be updated.

Configure your Router as shown below.

Once configured, click Save.

Your automation is now fully set up and will look like this.

Click Start and the automation will be ready to send leads marked as opportunities in RD Station directly to Pipedrive.

Working with multiple choice fields

In some cases, you may want to send data from RD Station to a multiple choice field in Pipedrive.

For example, consider a custom multiple choice field called "What field do you work in? - ID"

When you click on it, you'll see the response options configured in Pipedrive.

Each option in this field has a number next to it. This number is the field ID and that's what needs to be sent.

For example, for the option "Marketing," the field ID is 30. So the parameter sent to this field must contain the value 30 — not the word "Marketing," which Pipedrive won't recognize.

To solve this, you need to transform the value saved in RD Station (e.g., "Marketing") into the corresponding ID (e.g., 30).

Let's say the information comes from the RD Station parameter called Job title.

Instead of selecting this parameter directly, add a step in the automation called Table Replacement.

Configure it by adding the source parameter in the first field and the Pipedrive destination field in the second.

Click Add Condition and create a condition for each response option, mapping the text value to the corresponding ID.

After adding all response options, choose a fallback value in case no condition is met. In this example, we use 33, which is the Others option.

Click Save, then go back to the step where you want to fill the multiple choice field and select the result from the Table Replacement tool.

It should look like this.

Now your automation is ready to create or update contacts and save data in custom multiple choice fields.