Syncing Pipedrive tasks with Microsoft To Do

Save the Microsoft To Do task ID alongside the originating Pipedrive task/activity ID when you create the To Do task. That gives later updates a link to the existing task instead of creating another one.

Use that saved link to find the task to update, rather than matching by title. A renamed task or duplicate titles can break a title-based match.

Do you already have a Zap that creates the Microsoft To Do tasks from Pipedrive, or are the tasks currently created separately?

Hi ​@Ancillary 

Structure this as 2 Zaps, with a custom Pipedrive Activity field that stores the Microsoft To Do Task ID.

Pipedrive setup

Create a custom Activity field:

Microsoft To Do Task ID

That becomes the permanent link between the Pipedrive Activity and the Microsoft To Do task.

Zap 1: Create Microsoft To Do task from Pipedrive Activity

1. Pipedrive: New Activity

   • Trigger when a new Pipedrive Activity is created

2. Filter by Zapier

   • (OPTIONAL) Filter to only the Activity types that should become Microsoft To Do tasks

3. Microsoft To Do: Create Task

   • Map fields:
     • Title ← Pipedrive Activity Subject
     • Due Date ← Pipedrive Due Date
     • Notes/Body ← Pipedrive Note
     • List ← desired Microsoft To Do list

4. Pipedrive: Update Activity

   • Activity ID ← Pipedrive Activity ID from Step 1
   • Microsoft To Do Task ID ← Task ID returned by Step 3

Zap 2: Update Microsoft To Do when Pipedrive Activity changes

1. Pipedrive: Activity Matching Filter

   • Create a webhook specifically for Pipedrive Activity updates

2. Filter by Zapier

   • Microsoft To Do Task ID exists

3. Microsoft To Do: API Request

   • Update the task using:
     • Microsoft To Do Task ID ← Pipedrive custom field
     • Task List ID ← fixed/configured list
   • Map:
     • Pipedrive Subject → To Do Title
     • Pipedrive Due Date → To Do Due Date
     • Pipedrive Notes → To Do Body
     • Pipedrive Done → To Do completion status