Agent setup guide
Closed-Won Handoff for Pipedrive
When a Pipedrive deal is marked won, writes the kickoff brief in Notion, alerts the delivery team and links it on the deal.
What it does
When a Pipedrive deal is marked won, writes the kickoff brief in Notion, alerts the delivery team and links it on the deal.
- Starts the moment a Pipedrive deal's status changes to won (Pipedrive webhook); later edits to a won deal don't start it again.
- AI writes the kickoff brief from the deal's fields, including custom fields such as a “Handoff notes” field: what was sold, people named, commitments recorded (quoted), gaps to confirm and first steps.
- Creates the brief as a page in your Notion onboarding database and alerts your delivery team in Slack with the link.
- Adds a note with the link to the deal in Pipedrive.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Pipedrive, Notion (with an onboarding database shared with Fluxo Flow) and Slack, connected in Settings → Integrations. Pipedrive is waiting for vendor approval, so this agent switches on once it's live.
- A “Handoff notes” (or similar) deal field where sales writes scope and promises.
What it doesn't do
- It can't read Pipedrive notes, emails, the linked person or the organization (today's Pipedrive actions don't read them): the brief comes from the deal's own fields, so add a “Handoff notes” deal field.
- It doesn't create projects, tasks or invoices, or contact the customer.
- It only adds a note to the deal; it doesn't change the deal.
Availability and plans
Available
Its workflow is built and tested, and every app it needs is live. You can get it and set it up now.
Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.
Before you start
- A paid plan: agents run live, and the Free plan only runs Dry Runs.
- An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
- These apps, connected in Settings → Integrations: Pipedrive, Notion and Slack.
- The app it watches, connected in Settings → Integrations (the agent starts from an app event).
- About 20 minutes.
Set it up step by step
Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.
1. Connect your AI provider
The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
2. Connect Pipedrive
Connect your Pipedrive company (Settings → Integrations → Pipedrive).
3. Connect Notion
Connect Notion and share your onboarding database with Fluxo Flow (Settings → Integrations → Notion).
4. Connect Slack
Connect the Slack workspace your delivery team uses (Settings → Integrations → Slack).
5. Pick your Pipedrive account
Open the trigger and “Add the brief's link to the deal” and pick your Pipedrive account in each.
| Setting | What to enter | In step |
|---|---|---|
| Pipedrive account (deals) | The Pipedrive company whose won deals are handed off. Pick your connected Pipedrive account. | “Deal updated in Pipedrive” |
| Pipedrive account (note) | The same Pipedrive company, used to add the note to the deal. Pick your connected Pipedrive account. | “Add the brief's link to the deal” |
6. Describe your services
Open “Write the kickoff brief” and replace the placeholder with your services and kickoff needs.
| Setting | What to enter | In step |
|---|---|---|
| Your services and kickoff needs | Replace the placeholder with what you sell, who delivers it, what a good kickoff needs and (optional) the key of your “Handoff notes” deal field. It starts as “[DESCRIBE WHAT YOU SELL, YOUR DELIVERY TEAM AND WHAT A GOOD KICKOFF NEEDS HERE]” until you replace it. | “Write the kickoff brief” |
7. Pick the Notion onboarding database
Open “Create the onboarding page in Notion” and pick your account and database.
| Setting | What to enter | In step |
|---|---|---|
| Notion account | The Notion workspace with your onboarding database. Pick your connected Notion account. | “Create the onboarding page in Notion” |
| Onboarding database | The database each kickoff brief becomes a page in (title property “Name”). Share it with Fluxo Flow first: ••• → Connections. | “Create the onboarding page in Notion” |
8. Pick the Slack account and channel
Open “Alert the delivery team” and pick your account and channel. Invite the app to private channels first (/invite @Fluxo Flow).
| Setting | What to enter | In step |
|---|---|---|
| Slack account | The Slack workspace the delivery team uses. Pick your connected Slack account. | “Alert the delivery team” |
| Delivery team channel | The channel your delivery or onboarding team watches, e.g. #onboarding. | “Alert the delivery team” |
9. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
10. Switch the trigger on
Open the trigger and click “Activate app trigger”: Fluxo Flow adds a webhook to Pipedrive and deals marked won are handed off at once.
How it works
The agent is a normal workflow with 8 steps (1 AI step). You can open, edit and monitor it like any other workflow.
- Deal updated in Pipedrive — Starts on “Deal updated” in Pipedrive (an app event). Starts a run the moment a Pipedrive deal changes (Pipedrive webhook); the next step keeps only deals whose status just changed to won.
- Just won? — Decision: picks the branch to follow. Only updates where the status changed to won (“Previous values” has the old status) go on, so editing a won deal later doesn't start a second kickoff.
- Not a win — Kept in the run history. Branch: Other update. The update wasn't a deal being marked won; nothing is done.
- Write the kickoff brief — AI step (runs on your AI provider key). Branch: Just won. AI turns the deal's fields (title, value, dates and your custom fields such as “Handoff notes”) into a kickoff brief: scope, stakeholders, commitments made, gaps to confirm and first steps.
- Create the onboarding page in Notion — Notion: Create a page in a database. Creates a page in your onboarding database with the full kickoff brief.
- Alert the delivery team — Slack: Post a message. Posts the win, the short summary and the link to the kickoff page to your delivery channel.
- Add the brief's link to the deal — Pipedrive: Add a note. Adds a note on the Pipedrive deal with the link to the kickoff page, so sales can see the handoff happened.
- Handed off — Kept in the run history. The run history keeps the brief, the Notion page link and the Pipedrive note.
Test it with Dry Run
Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. The sample has the same shape as a real event from the app.
Sample data fields
id, title, value, currency, status, stage_id, pipeline_id, person_id, org_id, owner_id, deal.id, deal.title, deal.value, deal.currency, deal.status, deal.won_time, deal.expected_close_date, deal.custom_fields, previous.status, event_time.
- Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
Go live
- Open the trigger and click “Activate app trigger”: Fluxo Flow adds a webhook to Pipedrive and deals marked won are handed off at once.
- Activating the app trigger needs the trigger's connected account. The first check only remembers what's already there, so older items don't start runs; the same item never starts two runs.
- The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
- When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.
Questions
Why a “Handoff notes” field?
Today's Pipedrive actions can't read notes, the person or the organization, so the brief is written from the deal's own fields. A text field where sales writes scope and promises gives the delivery team what they need.
Will editing a won deal start another kickoff?
No. It runs only when the update changes the status to won.
Troubleshooting
- “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
- A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
- An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
- Slack says the app isn't in the channel: in Slack, type /invite @Fluxo Flow in that channel (always needed for private channels).
- No runs start: activate the app trigger with a connected account. Only items created after activation start runs.
- A step failed: open the run in History and check that step in the Trace tab for the error and what it received.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .