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Smoothworks / Project case study

2021Recorded work

CRM activities change.
The task list
changes with them.

Smoothworks needed sales activities and a personal task list to stay aligned. The integration linked each activity to its matching task so later changes could update, complete or remove the right item.

Client
Smoothworks
Contribution
Completion-branch work, mapping and troubleshooting
Project status
CRM and task integration

Tools & working context

Project scope and implementation.

  • Pipedrive
  • Microsoft To Do
  • Make
  • webhooks
  • persistent IDs

01 / Business context

The problem
to solve.

Copying a CRM activity into a task manager solves the initial handoff. Keeping that task useful requires handling what happens afterward: changed details, completed work or deleted activities.

The integration kept a link between each sales activity and its matching task. Noah added the completion route and worked through how changes and failed attempts should be handled.

Inside the workflow

A closer look
at the handoffs.

Start with the main path and its branches. Select a step for context, or switch to the technical map for implementation detail.

  • Pipedrive activity webhook
    Creation and lifecycle changes enter the one-way task integration.
  • Activity and stored task ID
    Inspect event type, completion state and the retained To Do task reference.
  • Create destination task
    Initial activity creation produces a new Microsoft To Do task.
  • Update an open task
    An update with completion false changes the task through its stored ID.
  • Complete destination task
    A completed activity follows its own completion branch.
  • Remove destination task
    The removal branch addresses the related destination task.
  • Microsoft To Do task
    The activity’s task is created or changed in Microsoft To Do.
  • Retain the new task reference
    Write the generated destination ID back for future activity events.
Read the workflow notes
  1. 01 / Create

    Turn the activity into a task

    An activity event supplied the task details. The integration created the destination task and retained its identifier for later use.

  2. 02 / Match

    Use the stored destination ID

    Subsequent activity events used that reference to act on the corresponding task, rather than treating each event as a new item.

  3. 03 / Maintain

    Reflect lifecycle changes

    Branches handled changed details, completion and deletion, with tests and troubleshooting of the connection and field mappings.

This is a one-way CRM-to-task workflow. Two-way synchronization, conflict resolution and current platform behavior are outside the established scope.

03 / Implementation detail

How it
was built.

Saving the link to the created task let later activity changes find the same item, even if its visible name changed.

An early version was blocked by account access; later recordings show creation, update, completion and deletion tests. These were separate stages of the build rather than one complete handover test.

This integration used Make to connect CRM activities with Microsoft To Do.

04 / Outcome & scope

Result
and scope.

The build covered task creation and later changes, including a separate completion route and tests.

Current operation, adoption, universal retry safety and measured improvements are not verified.