This is a paid bot, and its usage will be counted toward your plan's credits limit. For more information about credit usage, refer to this article.
How the Pre-fill Pipedrive record attachments bot works
Automatically import file attachments from Pipedrive records into an altaFlow document placeholder. The bot activates when a user clicks a custom button on a Pipedrive record and pulls all attached files — brochures, contracts, pricing sheets — into your workflow, optionally merged into a single PDF for delivery.
Use case example: Imagine a sales team using Pipedrive to manage client proposals. Each proposal record in Pipedrive includes various attachments, such as brochures and pricing sheets. To simplify the process, automatically import these files from Pipedrive to the document placeholder. Merge them into a single PDF for easy customer communication.
How to set up
When the bot runs by default:
The Pre-fill Pipedrive record attachments bot activates when an altaFlow workflow is initiated through a custom button in Pipedrive.
To add the bot:
1. Go to the All bots tab.
2. Search for the Pre-fill Pipedrive record attachments bot.
3. Install the bot to your workflow by clicking the corresponding button.
Connection settings
To connect the bot to your Pipedrive account, select Connect in the Connection settings section.
Choose an existing Pipedrive account or create a new one by clicking Add new connection.
Action settings
Select the document placeholder that requires pre-filling. If there's only one document placeholder form, it will be automatically selected.
Set up the custom button
To set up the altaFlow custom button for running workflows with the Pre-fill Pipedrive record attachments bot, follow these steps:
1. In Pipedrive, navigate to the altaFlow Admin Tools. Skip to the Custom buttons tab and select Create button.
2. In the Action settings tab, select the workflow with a document placeholder for which you've added the Pre-fill Pipedrive record attachments bot.
3. Enable the file importing by switching the toggle.
Pre-fill Pipedrive record attachments bot conditions
Set conditions to control when the bot pulls attachments from a Pipedrive record. Common scenarios include:
Deal stage filtering: run the bot only when the Pipedrive deal stage equals "Proposal" or "Contract" — skip attachments during early qualification stages.
Attachment presence check: trigger the bot only when the record has at least one attachment, preventing empty workflow runs.
Regional filtering: pull attachments only for records where the country field equals "US", route other regions to different bots or workflows.
Skip test records: add a condition to skip records with names containing "Test" or "Sample" to keep test data out of production workflows.
Learn more about bot conditions usage in the dedicated bot execution conditions article.
Pre-fill Pipedrive record attachments bot advanced settings
Fine-tune how the bot handles the attachment import process:
Failure handling: decide what happens if the Pipedrive API is unreachable or the record has permission issues — retry, skip silently, or stop the workflow. Stop is safest if the attachments are required for the customer-facing document.
Document tags: add tags such as "imported-pipedrive" or "auto-attached" so you can identify which document placeholders were populated from Pipedrive vs manually.
Note: Unlike most altaFlow bots, this bot runs only once per workflow instance because it's triggered by a Pipedrive custom button click. There is no "Run frequency" setting since the bot activates on custom-button initiation, not on document events.
Learn more about adjusting Advanced settings in the bot setup glossary.