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Hi everyone,

I’ve created a few working automations using Zapier that utilize the Pipedrive and Outlook modules. Each Zap is designed to:

  • Find deals in Pipedrive at a specific stage

  • Check a custom date field

  • The day after that date passes, a custom email is sent via Outlook

The automations technically work, but I’m running into two major issues:

🔧 Issue #1: Excessive Polling

Each Zap is polling every 15 minutes, which is quickly draining my API usage. I only need them to run once per day, ideally in the afternoon(time zones). Right now, emails are going out just after midnight, which isn’t ideal.

🔧 Issue #2: Scheduler Setup Confusion

I tried solving this by adding “Schedule by Zapier” as the first step, but I'm running into trouble re-adding my original "Find Deal in Pipedrive" step afterward. The step only allows me to use fields from the scheduler, not from Pipedrive, and I can’t seem to copy/paste the previous setup into the new flow.

I’ve attached a screenshot of my current Zap for reference. If there’s any more info I should provide, I’m happy to clarify.

What’s the easiest way to achieve this

Below is screenshot of my zap if that helps 
 



Thanks in advance!
—Branden

Hi ​@breaks , 

 

The reason you can’t see the Deals Matching Trigger Event after adding the scheduler by Zapier is because you can’t have two trigger events on a zap. 

 

If you choose to go forward with the scheduler by zapier, your next step can be to retrieve a list of leads submitted after a certain date as an alternative that runs daily. You would then  filter and loop through that list with the remaining business logic. 

 

First thing that came to mind and happy to share other alternatives but hope this helps!

Hi @robintrainward,

Thanks again for your help.

You mentioned you'd be happy to share other alternatives, so I wanted to run this approach by you and see if it aligns with what you had in mind—or if there’s a simpler route.

I ran your suggestion past ChatGPT (that’s actually how I landed on the scheduler idea before realizing Zapier can only have one trigger), so I take it with a grain of salt—but here's what it recommended based on your input:

  1. Trigger: Schedule by Zapier (Daily)

  2. Action: Webhooks by Zapier – GET Request

    • Pull all deals from Pipedrive that are currently in the App Sent stage

    • (We’ll filter by “Estimated Submission Date” in the next step)

  3. Action: Code by Zapier (JavaScript)

    • Filter the results to only include deals where Estimated Submission Date = yesterday

  4. Action: Looping by Zapier

    • Loop through the filtered deals

    • For each one:

      • Action: Send Email via Outlook

        • To: the deal contact’s email

        • Message: Custom content using dynamic fields from that deal

Does this approach make sense? Or is there a more efficient way to accomplish the same logic without burning through API credits unnecessarily?

Appreciate any guidance you can offer.

 

​@breaks 

It is a good approach but i suggest that instead of using the Webhook Get request, you use the API request Beta by zapier, It is more secure and you might not need to add a token.

 

 

Hi ​@breaks,
 
We just wanted to see how everything is going with your Zap. Did Mohammad's recommendation get the job done? Feel free to reach out if you need further assistance with your Zap. We're glad to address any concerns and assist you.
 
We're looking forward to your response.

Hi ​@breaks,
 
We just wanted to see how everything is going with your Zap. Did Mohammad's recommendation get the job done? Feel free to reach out if you need further assistance with your Zap. We're glad to address any concerns and assist you.
 
We're looking forward to your response.

 

I held off for the time being. At the moment, my daily API usage doesn't reset until around 7 PM, which still covers the automation I need for now. I'm currently focused on a few other priorities as part of a broader tech stack upgrade (alongside handling sales—which is my main gig).

That said, I do expect to revisit and start working on this over the upcoming weekend. I’ll reach out if I run into anything or need further guidance.

Appreciate all the feedback and support. I will keep you updated.

Hi ​@breaks,

Thanks for an update here.

Please don’t hesitate to reach back out if you’re still encountering any issues with the Zap!

Reply


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