In this tutorial, we will import notes from Pipedrive into Airtable using the Data Fetcher extension. You'll learn how to connect your Pipedrive account, map Pipedrive note fields to your Airtable base, and automate the import process to keep your data synchronized.
Start by creating a "Notes" table in your Airtable base. This is where your Pipedrive notes will be imported into. Delete all the fields except for the "Name" field.
Add Data Fetcher to your base from the Airtable marketplace. Data Fetcher is a free extension that allows you to import data from various sources, including Pipedrive, into Airtable.
After installation, open Data Fetcher and either sign up for a free account or log in if you already have one. Use the Sign up for free option or click on Have an account? to log in.
On the create request screen in Data Fetcher, for Application, select Pipedrive to use the Pipedrive Airtable integration.
Copy and paste your personal API token from your Pipedrive account into the API key input in Data Fetcher. Your Pipedrive API key authorises Data Fetcher to access your Pipedrive account. You can find your Pipedrive API token in your Pipedrive account settings.
For Endpoint, select List all notes. The endpoint is the data in Pipedrive that you want to import to Airtable.
Enter "Import Pipedrive Notes" as the Name of your request. You can find the name input in the top left-hand corner of the screen.
Click Save & Continue.
The User setting allows you to filter notes by the creator. Leave this blank to import notes created by any user, or select a specific user to import only their notes.
The Date range setting enables you to filter notes for those created in a specific date range. Leave it blank to import all notes.
Set the Output Table & View to the "Notes" table we created in the first step.
Click Save & Run in the bottom right-hand corner.
After running the request to fetch Pipedrive notes, the Response Field Mapping screen appears. This allows you to define how each field from the Pipedrive notes will be imported into your Airtable base.
For every field available in the Pipedrive notes data, you have the option to either include or exclude it by toggling the field name. You can map each selected field to either an existing field in your Airtable table, or opt to create a new field specifically for this data. When creating a new field, you can specify the type of field it should be.
We will import the following fields:
The final thing we need to do is select a unique field that Data Fetcher can use to merge the Pipedrive notes with those in our table when there are new ones.
Click the sidebar icon in the top-left to open the settings sidebar.
Click Advanced settings to open the advanced request settings. For the Update Based on Field(s), select the Id field.
Click Save & Run in the bottom right-hand side of the Response Field Mapping.
Data Fetcher will create any new fields in the "Notes" table and import the Pipedrive notes to Airtable. You can delete the other extra records.
At the moment, you need to click Run to import the Pipedrive notes into Airtable. You can use Data Fetcher's schedule feature to import them automatically, even when you are not logged into Airtable or do not have Data Fetcher open.
This is a paid feature, so you'll first need to upgrade to a paid Data Fetcher plan.
Click on the Schedule tab, and click Upgrade.
A new tab will open where you can select a plan and enter your payment details.
Return to the Data Fetcher extension and click I've done this.
Under Schedule click + Authorize.
In the window that opens, select All current and future bases in all current and future workspaces. This will avoid the need to do this step again in the future when you use Data Fetcher in other bases.
Click Grant access.
Back in Data Fetcher, the Schedule will now be turned on. You can change the schedule to the one you want, e.g. import notes every 30 minutes. Then click Save.
The request will now run on this schedule and automatically import new Pipedrive notes to Airtable.
If you want to link the notes to Pipedrive deals or leads etc. in Airtable, you can follow our tutorial on importing Pipedrive deals or leads to Airtable. Then you can link the Deal/Lead id fields on the response field mapping.