Welcome to the first chapter of Pipefy's knowledge base: fundamentals. During this chapter we'll cover the following topics:
- Getting started;
- Your account;
- User settings;
- Pricing policy;
- Navigating Pipefy;
- Understanding Pipefy.
1. Getting started
1.1. Creating a new account (without an invitation)
The first logical step before we can explain anything else is teaching you how to create your account in Pipefy.
Click here to sign up and create your account. When signing up directly from Pipefy's website you'll be asked to provide some information, such as your company’s industry and the department you work at.
The reason why we ask for this information is so we can offer customized process template suggestions.
Pick at least one out of the existing process templates, name your team, and go! Your company is created.
1.2. Creating a new account (with an invitation)
Let's suppose you're signing up to Pipefy because one of your team mates already signed up to Pipefy and created a company.
The first thing you need to do is open your email inbox, access the invitation email and accept the invitation by clicking on the link within the email.
After you do so, fill in the requested information and you're ready to start collaborating with your co-workers.
1.3. Creating multiple companies using one account
Pipefy allows you to create or join multiple companies from a single account. Each of these companies is a separate entity in itself with its own members, processes and information.
You can create a new company by clicking on your profile picture on the upper right corner of the screen, and then on ‘switch company’.
You'll be redirected to a screen that shows all the companies you're member of as well as a button that says ‘Create new’.
1.4. Switching between companies:
If you have more than one company it's only logical that you'll need to navigate between them. Don't worry, that's easy to do.
The first thing you need to do is click on your profile picture on the upper right corner of the screen then on 'switch company'.
You will be redirected to the screen showing all the teams you're currently member of. From this screen, you can also create a new team.
2. Your account
Pipefy accounts belong to individuals. Each individual has access to the company or companies he is member of and consequently to the processes (pipes) within each company.
Each company is a separate entity on its own. Unless you've joined them you won't be able to see the other companies or pipes your colleagues join, and vice versa.
2.1. Logging in
Logging in to Pipefy is simple: Go to https://app.pipefy.com/login, fill in your login (username or email) and password. You also have the option of logging in using your Google or Github accounts!
2.2. Logging out
Logging out is also easy: click on your profile picture on the upper right corner of the screen then on ‘Logout’.
2.3. Different types of users
You can view and manage the permission levels of all users in your company by accessing the 'Members' tab on your team's dashboard header.
There are three different permission levels within a company in Pipefy:
- Team admin: Admin users can access and edit all pipes inside a company, as well as edit the company's settings, invite/delete members or change permission level;
- Team member: Members can join all public pipes and create/edit cards inside them;
- Guest user: Guest users can only access the start form of public pipes or the ones they've been invited to and create cards. They can't view or edit these cards.
2.4. Delete your account
If, for any reason, you wish to delete your Pipefy account, here's what you have to do:
- Click on your profile picture on the upper right corner of the screen to access your user settings;
- Scroll down the settings page and click the red ‘delete account’ button.
- Make sure that you really want to do that. Once you click this button and type the confirmation word, there's no going back. All your information within Pipefy will be deleted beyond recovery.
3. User settings
Your user settings exist to help personalize your account. You can access your user settings by clicking on your profile picture on the upper right corner of the screen and clicking on 'User settings'.
User settings are divided into three tabs: ‘Profile’, ‘Notifications’ and 'Personal access tokens'.
Inside the ‘Profile’ tab you can:
- View and modify your profile picture, name, username, email, language and timezone;
- Change your password;
- Enable/disable two-factor authentication (Pipefy allows you to use the mobile phone two-factor authentication. To authenticate using 2FA on Pipefy you'll use your personal password (secret) plus a one-time-valid, dynamic passcode. The code will be generated and sent to your mobile device via a special app - Google Authenticator or Authy. For more info about 2FA on Pipefy, click here);
- Access your API key.
We strongly recommend uploading a profile picture and editing your name - this will help your team members identify who you are.
In the ‘notifications’ tab, you can:
- Enable/disable email notifications for all your pipes;
- Customize which email notifications you wish to receive for each pipe within each company.
The first portion of the notifications tab allows you to choose whether you wish to be notified:
- When you get added to a pipe or team, or when you get assigned to a card;
- When a card is moved, expires, becomes late or overdue;
- When a new comment or checklist is created.
If you prefer you can customize your notifications. Scroll down the screen until you find the pipe you wish to edit, click ‘custom’ and enable or disable the notifications.
3.3. Personal access token
In the 'Personal access token' tab, you can create and manage your own personal tokens to access the Graph API.
You can have multiple personal access tokens so you can easily manage the access to your API integrations.
4. Pricing policy
Pipefy is a subscription-based cloud application with four different plans to cater to the needs of companies of different sizes. Click here to learn more about each plan.
Pipefy's plans values are per user, per month. You can add or delete users to your team any time you wish and the value of your plan will be automatically updated according to it.
If you remove a user before the end of the billing period, we won't charge you for the full month. Instead, you'll be billed proportionally for this particular user and the value corresponding to the remaining time will be added as a credit to your account and discounted from your next payment.
The credit is non-refundable and can only be applied as a discount to active accounts.
If you add someone before the end of the month/billing period, the same rule applies: the value of the new user's account will be charged proportionally. We'll keep track of this for you, and add it in detail to your bill at the end of the month.
Attention! Pipefy's pricing plans apply to a single team. If you create another team and add members to it, you'll be charged separately for those members, even if you've already payed for them in another team.
4.1. Monthly plans
As mentioned above, Pipefy's prices are calculated on a per user, per month basis.
Monthly plans are automatically renewed after every billing period unless the user cancels the subscription.
You can choose to upgrade or downgrade your account whenever you wish to, but note that payment will happen upfront, and we won’t give refunds for cancellation or plan downgrades before the end of the billing period.
4.2. Annual plans
Pipefy’s annual plans provide year-to-year access and offer a 20% discount over the monthly plans.
Just as monthly plans, annual plans are paid upfront and are automatically renewed every year.
If you decide to cancel or downgrade your plan before the renewal date, no refunds will be made.
You can cancel your entire account, and thus stop billing by deleting your company. To do so, access your company's settings and click 'Delete company'.
If you just want to remove a user from your company, go to the 'members' tab and delete the particular member. As soon as the member is deleted, we won't charge you for him/her anymore.
5. Navigating Pipefy
5.1. Company dashboard
This is what your company dashboard looks like:
- Company - This is the name of the company you’re currently viewing;
- Pipes - Click here to view your company's pipes;
- Database - Click here to view your company's databases;
- Apps & Integrations - Click here to access the advanced apps and create automations;
- In-app chat - Click here to get in touch with our team. Ask us questions, share feedback or report bugs right here by sending us a message;
- Notifications - Click the little bell icon to access your notifications. You can manage the notifications you receive in the ‘Notifications’ tab of your user settings;
- Profile image - Click your profile image to open a dropdown menu with the following options: (1) MyDesk; (2) Switch company; (3) User settings; (4) Company settings (available for admin users only); (5) Logout
- Invite members - Click here to invite new members to your team. Note: this button is only visible to admin users. Members can only see it in companies where the admin user established so in the company's settings;
- Members - Click here to view all your company's members;
- Activities log - See what has happened to this company in a summarized timeline overview;
- MyDesk - This button provides easy access to your own MyDesk. Each user's MyDesk can only be accessed by him/herself, it's directly bound to the user's account;
- Favorite pipes - Click the yellow star on the upper right corner of a pipe on the company dashboard to make it a favorite and see it before all other pipes;
- Private pipe - This little lock icon indicates that this pipe is private. This means that only admin users and invited members can see and access it;
- Add new pipe – Click here to create a new pipe.
5.2. Pipe dashboard
This is what your pipe dashboard looks like:
- Company - This is the name of the company you’re currently viewing;
- Pipe - This is the name of the pipe you’re currently in;
- Kanban - This tab shows all your cards in a kanban view, giving a clear overview of your process and all its activities (cards) in different phases;
- Reports - The reports view displays all the information from your pipe's cards in a table where you can filter and cluster them into customizable reports you can save to access anytime;
- In-app chat - You can (amongst others) ask us all your questions, share feedback and report bugs right here by sending us a message
- Notifications - This little bell gives access to your notifications. You can manage the notifications you receive in the ‘Notifications’-tab of your user settings
- Profile picture - Clicking on your profile picture will open a dropdown menu with the following options: MyDesk; Switch team; User settings; Team settings (admins only); (5) Logout
- Invite members - Click here to invite new members to your pipe
- Members overview - View all the pipe's members
- Metrics - The metrics help assess the performance of your pipe by showing you a chart of all cards that are on time, late, expired and done, as well as a cumulative flow that shows the amount of cards in each phase of your pipe
- Activities log - See what happened in this pipe in a timeline overview
- Filter - You can filter your cards based on label or assignee or search cards using the information in their title and subtitles
- Pipe settings - Click the gear icon to open the pipe's options sidebar to edit your pipe. Only pipe admins can access to the pipe’s settings
- Create new card - Click the "+" icon to open the start form and create a new card
- Phase - This field here shows the name of a phase and the amount of cards currently in it
- Phase settings - This button here is a shortcut to your phase’s settings. Move the order of your phases, add a new one, delete or edit the fields
- Create new card - Click the "+" icon to open the start form and create a new card.
5.3. Keyboard shortcuts
To speed up things a little, we have some useful keyboard shortcuts you can use:
- n – create new card
- f – open the filters menu
- c or x – clears all active filters
- m or q – filters cards assigned to you
- t – toggles the timeline (activities) sidebar
- s – toggles the settings sidebar
- esc – closes open screens
- space – assign me to the card
Note: These keyboard shortcuts won’t work if you're currently editing fields in an open card or in any ‘Settings’ screen.
6. Understanding Pipefy
Pipefy is a cloud-based SaaS (software as a service) platform built to cater the process management needs of businesses of all sizes.
Our mission is to show managers that they can improve the quality and efficiency of their team's work by creating smart processes themselves without overly complex, expensive systems or technical knowledge.
Our reliable, easy-to-use solution helps companies stay organized and be more productive through better and simplified process management.
6.1. Your company within Pipefy
Your company’s account in Pipefy is a direct representation of your company's structure. It encompasses all the processes and activities you and your team manage.
According to the Oxford dictionary's definition, a process is:
A series of actions or steps taken in order to achieve a particular end.
It can also be defined as a series of sequential steps used by a person (or a team) to get to a desired result. In Pipefy, a process is called a pipe.
Each process is made of a series of sequential steps. In Pipefy those steps are called phases.
You can add as many phases to your process as you need. You can also set specific execution rules (fields) that will ensure standardized patterns of execution.
The pieces of information (activities) that flow through your processes' phases are the cards.
Each card is as unique as the activity it represents. Even though the fields shown in each phase are always the same (each phase has its own fields), the information added to each of these fields is unique.
We'll dive more deeply into each of these basic Pipefy concepts more over the next chapters of the knowledge base.
6.2. What is a pipe?
Your company's processes are called pipes. Pipefy allows you to set up pipes for almost every process your company runs such as purchase, customer support, sales pipeline, expense reimbursement etc.
Pipefy makes it easier for you to create your processes by offering a wide range of pre-designed process templates you can customize according to your needs.
If you prefer, you can also start a brand new process from scratch. Click here to learn how to do it.
6.3. What is a start form?
A pipe’s start form is the form you and all other pipe members will see when they click the 'Create new card' button. It represents the process’ input.
Each pipe has its own start form, with its own fields and instructions. The fields in your start form are the 'questions' that ask for all the necessary information people need to provide to create a new card.
All users allowed to create cards on your pipe can access the pipe's start form. You can also choose to make your start form public – so that it’ll be accessible via a URL (it will then be called a Public Form, which we’ll explain better later on).
6.4. What is a phase?
A phase is a step of a specific process. The cards on a pipe move laterally through its phases by using the action button on lower right side of the card, or by dragging and dropping the card to the phase you’d like it to be.
A phase, just like the start form is composed of fields you can reorder and edit to better suit your process’ needs.
6.5. What is a field?
A field is to a phase or start form what a brick is to a wall: they’re the elements that, together, make your pipe exist.
All the elements you see on the right side of an open card (instructions, radio buttons, checklists, etc) are fields. You can add, delete and edit them however you’d like to better fit your processes’ needs.
The fields represent your process’ rules. You can use the different types of fields to give instructions to your team members on how to proceed in this phase, ask for mandatory information before moving the card to the next phase, select who to assign the card to, etc.
They help establish and enforce execution standards and prevent mistakes, inefficiencies and misunderstanding among team members.
6.6. What is a card?
A card is a visual, detailed representation of an activity you’ll include on your pipe. When you create a new card on your pipe, make sure you provide as many details as possible to make sure that the person in charge of it will have everything he/she needs to get it all the way across the different phases.
A card can represent different things on different processes, for example:
- In a sales pipeline, a card represents a customer moving through all the phases of your sales process, from prospecting to closing the sale;
- In a purchase process, a card represents an item to be purchased or a service to be hired.
And so on. Even though they represent different things on each pipe, cards are essentially pieces of information to guide an activity.
Cards move laterally from left to right through the phases of your pipe. As your pipes will probably have a few phases, it’s normal to see cards in different phases of your process simultaneously.
However, if you notice your cards are piling up and accumulating at a certain phase, it seems you’ve found your process’ bottleneck!
You're all done with the fundamentals, time to move on to the basic setup chapter!