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

Building on the ID mapping, test the edge cases before turning the Zap on for every activity. Create one test activity, change its title and due date, mark it complete, and confirm each change updates the same To Do task. Writing the destination ID back may itself trigger another update, so filter out changes that only add the ID where possible, and verify it doesn’t create a loop. Decide which system wins when both are edited, and log failed or missing-ID updates for reconciliation rather than silently creating a duplicate. Check the API request’s permissions and date/time-zone handling too.

Drafted with AI help, reviewed by me.