This guide will take you through the essential ins of managing your process in Pipefy.
Along the way, we'll share examples of how things work in the platform, and we encourage you to practice your learnings in Pipefy as we go through the topics.
Process 101
Steps to get started
First, what is a process?
Think of a process as a blank canvas where you can define a course of action for your work and collaborate with your team to meet business goals.
It can look like a Recruitment process, a Purchasing workflow, a Sales funnel, an IT Service Desk… your process, your call.
Process or project?
Unlike projects, a process is repeatable—and especially useful for ongoing demands. It doesn't end when a team delivers a product, service, or specific result.
It lets you work on many deliverables simultaneously, ensuring they follow a set of procedures until they are completed.
You can manage many projects in a process. Or many requests, tasks, orders, tickets, and any demand you need to work on.
To explore this topic, check out these resources:
Building a process, whether big or small, doesn't need to be a tall order. It all comes down to flexible tools that enable you to put the pieces together.
Pipefy is organized to make it easier. It packs features that connect and fuel a system.
1. Create your first pipe
In a nutshell, a pipe is a process. It gives you an overview of everything in your workflow—the process stages, people working on demands with you, due dates (SLAs), priorities, and much more.
How to create a pipe?
You can download a process template on the Template Gallery or create one from scratch by accessing your company's homepage in Pipefy.
💡 With templates, you can gain insight into preparing a pipe for your use case. Choose it on the Template Gallery and customize it with your look and feel.
To explore this topic, check out these resources:
2. Design your process
To begin structuring your process, break it down into phases. Anything you want to work on must go through a set of phases in a streamlined course of action—from beginning to end.
Phases are composed of fields. It's through fields that you can add information to your process (whether in a phase, form, database, etc.).
They help you ensure your team or stakeholders input the exact information you're asking them and standardize its format to analyze on reports or dashboards later.
How to find phases?
The columns in your pipe represent phases. To update or edit a field, click on a card (or a work item) in the respective phase.
To explore this topic, check out these resources:
3. Get the process started
Speaking of fields, it's crucial to mention they compose forms. It's from a form that new work material will typically arrive in your process.
This form is often referred to as the start form. It starts the process.
As people submit the form, its fields and intakes take the shape of a card.
A card can be anything in your process—a request, a task, a purchase order, a job application, a sales lead, or an IT ticket... you name it.
It has unique information, which will be kept as you move it across phases.
How to find the form?
To open the form, press the button with a + plus sign icon. As you submit it, a new card will arrive in your pipe.
To explore this topic, check out these resources:
4. Invite people to join you
Now that the foundation is ready, it's time to keep everyone on the same page.
Invite team members and define what they can interact with (e.g., edit a phase) or view in the pipe (e.g., view all cards in the pipe). You'll gain control over who can handle sensitive data in your process.
How to find members?
Control everything related to team members on Members, located at the header.
You can manage a list of people who already have access to your pipe and Invite members.
To explore this topic, check out these resources:
5. Add an extra layer of efficiency
Process set, team united. Now, time to save everybody's time and effort by automating tasks that take half of your day.
Automations work like this:
Every time something happens in your pipe → the automation will do something else in sequence.
Some examples:
In Purchasing, automatically assign managers to approve payments.
In Recruitment, when candidates are up for an interview, they'll automatically receive the schedule via email.
In IT Service Desk, an SLA alert will be triggered when a ticket hits the predefined due date.
You choose what you want to automate, and Pipefy's robot will do it for you!
How to find automations?
On your pipe's header, click on Automate. You can view a list of existing automations or create more.
To explore this topic, check out these resources:
Now that you're packed with the essentials, it's time to get hands-on!
If you don't have an account in Pipefy yet, create yours for free:
Would you like to explore more resources?
As the last step, we suggest you explore more Pipefy resources to learn at your pace:
Join the Process Management course to grow your skills and learn how to suit Pipefy for your use case. You'll be able to practice your learnings and earn an exclusive certificate as you complete it.
Come together with other experts and learn how they make the best use of Pipefy. Solve your doubts with quick assistance from members and Pipefy's team, get feedback or simply showcase what you're doing in your process.
Webinars, live events, tutorials, customer testimonials, and more! We're constantly updating our playlists to give you insights and inspire you to make the best of your work!