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Among the several email automation options Pipefy offers, it’s also possible to create automatic triggers that work according to due dates, and before or after the preferred date as well.
This type of scenario is quite useful when you want to send a reminder to customers, employees, or requesters. For example, in an approval flow, easily send a reminder ahead of a card’s specific due date.
Follow the steps below to get started!
🔔 Attention: You must have pipe admin permission to perform the settings or permission granted by an admin member.
Step 1: Create a specific phase
First, create a phase that will receive cards that meet the requirement to send an email before or after the desired due date.
Label the phase with a name that makes the most sense for your process. We suggest something generic like “Date Reminder.”
After creating the level, it's time to create the automations. Let's go!
Step Two: Create a Recurring Automation
Click the Automate button located in the header of the pipe, and then select Create Automation.
On the left side (under Every time…), select the event A recurring activity. The frequency of recurring activity is up to you. As an example, let's select every 30 minutes. On the right side (under Do this…), select the trigger Move card and then the desired pipe and phase. (The phase selected will be the one created and labeled “Date Reminder” in the previous step.)
Next, click the + Add new scenario button. If you want the card to be moved 7 days before the expiration date, select the date field in the phase you want. This will open a box of options like Period, Relative, and Absolute. Under Relative, select Exactly. Enter the desired number of days, define the time as days, and select the option ahead.
Finally, click Select Action, name the automation, and then click Save Automation.
Now that we’ve set up the first part of the automation, let’s set up the second part!
🔔 Attention: Before configuring the automation to send emails, you must create email templates with the messages you want for this specific scenario.
Step 3: Create an automation to send emails
Click the Automate button located in the header of the pipe, and then select Create Automation.
On the left side of the menu, select the event A card enters a phase. Then, select the appropriate pipe and the “Date Reminder” phase we created earlier. On the right side of the menu, select the event Send an email template. Select the email template, name the new automation, and then save the automation!
From now on, cards will be automatically moved to the “Date Reminder” phase and an email template will be sent once cards enter this phase. This way, you have an automation to send email templates on the dates you want, not just on the due date.
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