Pipedrive Won Deal to Onboarding Kickoff

Overview

This flow turns a closed Pipedrive sale into a fully kicked-off engagement. On a schedule it polls Pipedrive for deals marked Won, and for each newly won deal it creates a customer/project record in Dataverse, generates an onboarding task checklist, spins up a dedicated Microsoft Teams channel and posts a kickoff message, emails the customer a welcome pack, and notifies the delivery team — all automatically.

Why it matters: The sales-to-delivery handoff is where momentum is lost. Automating kickoff means delivery starts immediately with the project, tasks, collaboration space, and customer welcome already in place.

Build status: Built & verified (Flow Checker 0 errors / 0 warnings). Ships Off (demo).

Why a poll, not a "deal won" trigger: the Pipedrive connector exposes only TrigNewDeal, TrigNewDealV2, and TrigNewActivity triggers — there is no native "deal won" / status-change trigger. The connector-first pattern is a scheduled poll + Dataverse idempotency ledger: a Recurrence trigger calls ListDeals, filters to status = 'won', and a lookup against the Kickoff Project table ensures each deal is kicked off exactly once.

Use Case

A services or SaaS team wants every won deal to instantly create the project record, onboarding tasks, a collaboration channel, and a customer welcome — with zero manual handoff between sales and delivery.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Pipedrive	shared_pipedrive	ListDeals GetDeal
Microsoft Dataverse	shared_commondataserviceforapps	ListRecords CreateRecord
Microsoft Teams	shared_teams	CreateChannel PostMessageToConversation
Office 365 Outlook

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Poll frequency

Adjust the Recurrence interval (default 15 min) to match how quickly kickoff should follow a won deal.

Onboarding checklist

Edit flowlibs_OnboardingTemplate (JSON) to add/remove tasks or change due-date offsets; no flow-logic change needed.

Channel strategy

CreateChannel adds a channel to the Team in flowlibs_TeamsGroupId. To post into an existing channel instead, replace with a single PostMessageToConversation using a fixed channel id.

Contract / welcome PDF

Generate an SOW or welcome PDF (e.g. Adobe PDF Services / Word Online templates) and attach it to the welcome email.

CSM assignment

Add a step to assign a customer-success owner by segment or deal value.

Kickoff meeting

Schedule a kickoff via Bookings/Outlook Calendar from the same loop.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

@equals(toLower(coalesce(item()?['status'],'')),'won')

@concat('flowlibs_dealid eq ''', string(items('Apply_to_each_Won_Deal')?['id']), '''')

@equals(length(coalesce(body('Check_Existing_Project')?['value'], createArray())),0)

@addDays(utcNow(), int(coalesce(items('Apply_to_each_Task')?['offsetDays'],0)))

@coalesce(first(coalesce(body('Get_Deal_Details')?['data']?['person_id']?['email'], createArray()))?['value'], variables('varDefaultCustomerEmail'))

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