Welcome to Pipefy's advanced setup!

Save time and increase productivity with Pipefy's advanced features

The third and final chapter of Pipefy's knowledge base is about helping you setup the advanced features that allow you to automate parts of your processes and save a lot of time. 

Using these features optimally will help increase your team's productivity (which you can track using one of the advanced features).

These are the features we'll go over during the advanced setup chapter:

  1. Automations;
  2. Connections;
  3. Database;
  4. Email inbox;
  5. Email messaging;
  6. Email templates;
  7. Labels
  8. Alerts (late and expired);
  9. Metrics;
  10. Public form;
  11. Reports;
  12. Subtitles;
  13. Integrations (Zapier and API).

1. Automations

1.1. What are automations?

Automations is a useful feature that helps save time automatically triggering actions (such as creating cards or updating a field) when an event happens (such as a card being moved).

1.2. How to set up automations?

The first step for setting up a new automation is clicking on the "apps and integrations" option right next to the database option on the upper left corner of your company's dashboard.

Once within the apps & integrations menu, click on "automations" and then "new automation + ". You'll be redirected to a menu where you'll find:

  1. On the left side, the event options. The events are what happen to trigger the automation;
  2. On the right side, the action options. The action are the responses triggered by the events.

The first thing you need to to is choose your automation's event. These are the current event options:

  • Card created: The action is triggered when a new card is created in a pipe; 
  • Card moved: The action is triggered when a card is moved in a pipe;
  • All connected cards are moved: The action is triggered when all connected cards originated from a parent card are moved to a specific phase (you must have a connection set in order for this automation to work). 

After selecting the event you'll need to choose the action. The current action options are:

  • Create new card: A new card is created;
  • Create new connected card: A new connected card is created (you must have a connection set in order for this automation to work);
  • Move the parent card: The parent card is automatically moved to a specific phase (you must have a connection set in order for this automation to work);
  • Update a field's value: When the action happens in a pipe, the information of a field in the same pipe is updated.

When setting up the action/event you'll need to fill in the required fields with your pipe's information. You'll also have the option of setting up conditions to your automation's event so that your automation will only be triggered under certain conditions.

1.3. What are automation conditions?

Automation conditions are criteria based on your pipe's existing fields you can set up so that your automations will only be triggered when those conditions are met.

1.4. How to set up automation conditions?

You'll set up automation conditions when setting up your automation's event. After selection the event and selecting the pipe/phase, click on "add condition +".

In the first box you must choose a field from the origin pipe (the one that triggers the automation). In the second you'll choose the condition statement (it depends on the type of field you choose but it may be 'is equal to' or 'contains'). 

In the last box you'll choose what actually establishes the condition, for example, "label - is not equal to - low priority".

2. Connections

2.1. What are connections?

Connections is the solution for integrating your processes without having to share information outside your pipes. 

If you have a process that at a certain phase of execution demands collaboration from another process, you can integrate them using Connections. 

The connections feature makes it possible for you to create 'child' cards from a 'parent' card or connect previously created cards. The connection between the cards makes it possible for users to easily navigate between them and access both card's information. 

Connections are also helpful for breaking down larger activities, such as a project, into smaller steps (subtasks).

2.2. When should you use connections?

Connections can be used in a lot of possible situations that demand collaboration between teams and/or integration between processes, such as:

  • Team member onboarding: You’re hiring a new team member. He got to the end of your hiring process and before his arrival you need to:
  1. Ask the IT team to create his email account and intranet access;
  2. Ask the HR team to sign all the docs;
  3. Ask the procurement department to acquire a new desk, chair and computer.

All these cards need to be created in different processes but they're all related to the same 'paren card', the new employee. You can use connections to create connected cards from the card on the hiring process pipe on the IT Requests, HR Requests and Purchase pipes.

2.3. How to enable/create Connections?

You can enable/create connections between your processes in two ways: 

  • Enabling a connection in the pipe's settings (connections menu); 
  • Creating a connection field. 

What’s the difference? 

The difference is simple. When you enable a connection in the pipe's settings, you can access it to create 'child cards' from every phase of your pipe

A connection field, on the other hand, as any other field, belongs to a specific phase of your process. Therefore, it will be displayed in a specific phase, which means you can also use it as a rule or necessary step before a card can be moved forward. 

Connections (pipe settings)

If you enable a connection in your pipe's settings, you enable creating connected cards using this connection from every phase of your process. 

Enable 'connections' on a pipe by accessing the pipe’s settings: click on the gear icon on the upper right corner of the screen to open the sidebar menu then click on the connections option. 

Click on it then on "create new connection".

First, you'll give the connection a name, such as "make a phone call" or "subtasks". After that you'll choose the pipe you want to connect to from the options on the dropdown menu. 

All your company's processes will be displayed for you to choose from. After choosing the pipe there are two important settings: connection function and number of entries. 

The function determines if you want the connection to:

  • Search cards: The connection will only search the existing cards on the pipe you're connecting to and link them to a card on the parent card; 
  • Create cards: The connection will display the connected pipe's start form so you can create new cards in it; 
  • Search and create cards: As the name states, this option is a combination of the other two options, allowing you to search and link existing cards or create new ones.

The number of entries relates to the amount of cards that can be connected to the parent card. 

After you've set this up, you'll have the option of unfolding the "Advanced options" where you'll find four different rules you can turn on or off:

  • Creating connected cards is a requirement before moving this card to the next phase: Creating/linking to a card using this connection is mandatory before the 'parent card' can be moved to the next phase;
  • Creating connected cards is a requirement for the parent card to be done: - The 'parent card' can only be moved into a “done” phase after you've connected at least one card using this connection;
  • All connected cards must be done before moving this card to the next phase: All the connected cards  must reach a final phase of the connected pipe before the 'parent card' can be moved to the next phase;
  • All connected cards must be finished before the parent card can be done: All the connected cards must reach a final phase of the connected pipe before the 'parent card' can be moved to a “done" phase.

Pipefy Tip: There’s a shortcut for creating connected cards without even opening the card. Click on the grey arrow on any closed card and add a new connected card from there. 

Connection field

If you have a process that demands collaboration from another process in a specific phase and you want to add the option of creating/linking cards as a part of that phase (as any other field), a connection field is what you need. 

In order to make it easier for you to understand how this field works, I'll use a practical example almost all companies experience: a purchase process.

Whenever a card reaches the 'purchasing' phase in my purchase process, I must create a connected card in my accounts payable pipe so that the order can be paid and processed.

We can make sure that happens by creating a new connection field. Open a card that's currently in the 'purchasing' phase, scroll down the right side of the open card and click on ‘click here to customize this form’. Here's what you'll see:

Choose 'connection' ti begin setting it up. The set up process is very similar setting up the connection feature from within the pipe's settings.

Give the connection a name and select the pipe you want to connect this process to. Choose the connection function (search cards, create cards or search and create cards) and the number of entries (single or multiple entries).

The connection field presents the same advanced options as the connections feature set up from the pipe's settings.

Pipefy Tip: The connection field can also be used to create a connection between a pipe and a database table (fulfilling the role of the late database link field). Setting it up is as easy as setting up a normal connection between pipe, the only difference is that you'll choose a database from the dropdown list instead of a pipe.

2.4. How to disconnect cards? 

You can only disconnect cards that were created using a connection field and are currently at the phase that has the connection field.

Open the parent card in the phase where the connection field was created. Click the (x) next to the connected card and your cards will no longer be connected.

2.5. How to disable a connection?

Open the pipe's sidebar menu by clicking the gear icon on the upper right corner of your pipe dashboard. Scroll down and click on the connections option.

Click the three dots on the right side of the name of the connection and then click on 'delete connection'

3. Database

3.1. What is the database?

The database is Pipefy's information storage system. It's like bookshelves where you can store and retrieve important information for your company's processes, such as customer, supplier and product registration, for example.

The Database's benefits:

  • Centralized and Safe - It keeps all your important information stored in a single place, instead of spread all over numerous spreadsheets, softwares and many other unsafe places that may end up with you losing essential information without even realizing it;
  • The end of duplicated and outdated information - When you create a card for a customer, you can search your database and find out if he/she is already registered. Everyone will have access to the exact same information about the customer on the database and it can be kept updated;
  • 360° view - When you open one of your database's entries, you'll be able to visualize all the actions/cards related to it.

3.2. When can you use the Database?

The database can be used to make a large number of processes easier, here are just a few use examples of how this feature can be applied:

  • Sales Management - When using Pipefy as a CRM system, or together with another CRM system, Pipefy’s database can be adopted as your information registration tool of choice - it’ll allow you to keep track of your customer registration, call history, sales opportunities, etc.
  • Fixed pricing products - When working with fixed pricing products, using the database as your product registration will allow you to use the information every time you need it as well as keep track of which of your clients is buying what.

3.3. How to use the Database?

Get started with our database in two simple steps: (1) create a table, and (2) add records! 

Step 1: Create a Database Table

The first step for using Pipefy's database is creating a database table. The fields you will configure on your table represent your information shelves, where the information you insert on your database records will be stored.

1. Enter the database section by clicking its icon on the header of the screen.

2. Then, click the ‘Add new table’-button.

3. Now the general settings of your brand new database pop up. Give your database a name and a description here, choose which field will be used as the record's title, configure the advanced settings and determine permissions and authorization. 

I'll make a database to store data on my clients, so I call it 'Clients'. 

Moving on to the advanced options, you can change the text that will appear on your 'Create record' button, and if you created a connection field on your pipe that allows you to connect cards to this database - you can select which fields you wish to be displayed on your related record. We'll get into creating and linking database records via our connection field later on. 

Permissions allow you to make your database either public or private, authorization determines if database members can create new records

Click 'Save' as soon as you're satisfied with your configurations. You will be redirected to your new, empty database.

4. The next step is adding the fields you’d like to input. Remember: the fields you insert here are going to represent the columns on your database. You can fill out the fields by creating new records. Every new created record will represent a row, but we'll get in to that later on. 

Entering fields is easy. Access the settings wheel on the top right corner of your database page, and click 'Field editor'

The following screen will pop up, from here you can start adding and editing fields.  

5. Click 'Add custom field'. As you can see, I already have 1 field configured here: "What is the client's name?".

Let's add another one - the client's email address is also important. Choose the field type you need on the left hand side of your screen. In this case, it's 'Email'

When you select the field type, the following screen will pop up. 

Here you can edit the field. Fill out your field's label, and if you wish a description or help text. You can also enable or disable this field to be required, or this field to be shown in minimal view. 

Likewise, you can add as much other fields to your database's record form as you want to. I added some other fields, like the client's phone number and the company he works for. This is what my eventual database record form looks like: 

6. When you're all done creating your database fields, you can go and customize the format of your database by clicking on the 'columns'-icon on the top right corner of your screen: 

Like I mentioned before, the fields you configure here represent you database's columns. You can change the columns you would like to be shown to you. I'm only interested in the fields I configured - so the client's name, his company, his email address and his phone number. 

This is what my database now looks like: 

7. If you're satisfied with your database the way it is now, you can start adding records by filling out the record form you created. You can add a new record by clicking 'Create record', by creating records from a connection field or by making your database record form public (see step 2). 

Step 2: Add records 

Now that you created your database table, you have to start adding records to be able to use it. There are three ways to create records: 

  1. From within your database by clicking 'Create record' and filling out the record form;
  2. From within a pipe via our connection field;
  3. By making your record form public and letting 'outsiders' fill it out. 

Create a new record from within the database by clicking 'Create record'

1. As soon as you click 'Create record', the record form you configured in step 1 will pop up:  

Fill out the requested information, click 'Create record' and you'll see a new row appearing on your database. 

Create a new record from within your pipe via the connection field 

In order to create new records from within a pipe, you first have to set up a connection field on your pipe. Let's assume that we have a sales pipeline set in place, and that we have a database where we store our clients. We want our sales pipeline and our database to work together by linking every client that enters our pipeline to a database record. For this case, we do so in the start form, meaning that every time we fill out the start form of our sales pipeline, we also create a database record. 

Let's go?  

1. Open the pipe you want to connect to your database and locate the phase you want to start creating and/or linking database records from. In my case it's the sales pipeline, and I want to start creating/linking datebase records from within my start form, so I open it.  

2. Click 'Click here to customize this form', the following screen will pop up:

Scroll down until you find 'Connection' 

3. Select 'Connection', and start configuring your field:

First insert the label of your field, in my case it will be 'Create database record for this client'. Then, select the pipe, or database table you wish to connect. I am going to select the table 'Clients' I just created in step 1. 

The next two steps are regarding the function of your field. Select what you want to be able to do with your field: Search, Create or Search and create records. If you opt for Search, you will only be able to search for existing database records, and link them to your card. If you choose Create, on the other hand, you are only able to create new database records by filling out its record form from within the pipe. I opt for search and create, to be able to either link an already existing client or create a brand new one. After, you choose if you want just a single database entry to be able to be linked, or multiple entries. I choose a single entry, because I want only 1 database record for each of my clients. 

Click 'Save', and there you go: 

4. Start working! Make sure new potential customers enter into your sales pipeline and create new or link existing database records! 

Create a new record by publishing your record form

You remember our public form feature, right? It allows you to publish your start form online via a shareable link and let 'outsiders' fill it out to create new cards. 

You can do the same with your database record form! Follow the steps below to let 'outsiders' create database records on your database:

1. Open your database record form by clicking 'Create record' 

2. Click the 'Share' button on the top right corner of your open form 

3. The following light box will pop up: 

Check the 'Share start form' box, save the public URL we generated and share it with everybody you want to be able to create records!

This is what your database record public form looks like:

Your database in action

Now that you know all three ways of adding database records, it's time to start working with it!

This is one of your database records in action,  when you have cards related to it: 

As you can see, I have one client called Carolina and we won her on our Sales Pipeline, meaning that we automatically created a card for her on our Accounts Receivable pipe. In your database, you can now see all cards that are related to one single client. 

On your card you can also see the related database record:

4. Email inbox

4.1. What is Pipefy's email inbox?

Pipefy allows you to setup an e-mail address to which users can send emails and automatically create a card on your pipe.

You can use it to automatically create new cards on your Helpdesk pipe whenever someone sends you an email to support@yourdomain.com, or on your Sales Pipeline whenever someone writes tosales@yourdomain.com, etc.

Setting up your email inbox helps you make sure important information and opportunities won’t get lost in your team’s email inbox. It also allows you to create a structured process in order to track the way your team deals with incoming requests/opportunities. By creating a pipe to follow up on your opportunities/requests, you’re also able to establish SLA’s based on the maximum limit time to get back to the customers.

This features extracts information from the e-mails sent to the address you setup and creates the cards according to the information correspondence you determine.

4.2. How to setup Pipefy’s E-mail inbox?

Setting up the e-mail inbox feature is not hard at all.

1. First step, access your pipe’s settings by clicking the settings wheel on the upper right corner of your pipe dashboard;
2. Now, access your start form settings by clicking on the ‘Start form’-tab;
3. Scroll down your start form settings until you find the ‘Advanced Options’, click on e-mail inbox. There’ll be a checkbox so you can enable the service, check it;

4. After you check the box, a few options will be shown on your screen:

5. Now, match the fields to determine how the information received in your unique email address will be shown on your card

Some information requires that you add a specific type of field on your start form settings, such as long text for the content, e-mail for the sender’s e-mail or attachment if you want archives to be attached to your cards.

After you’re done with matching your fields, just save and you’re be good to go.

E-mail redirect

You probably noticed your pipe already comes with a customized e-mail address to which e-mails must be sent in order to create a new card. If you wish to use your personalized domain address, it won’t be a problem.

Most email services out there offer you the option to forward emails to another address. All you need to do is create an account with the address you wish (such as address@yourdomain.com) and setup all incoming e-mails to be forwarded to the e-mail address Pipefy provides you.

Here are some links to how to setup email forwarding on a few popular email provider:

5. Email messaging

5.1. What is email messaging?

Email messaging is a useful feature that allows you to send and receive emailswithout having to access your email inbox.

Simply access the email management tab clicking on the email icon on the sidebar of the left side of the card, write the email and send it.

6. Email templates

6.1. What is an email template?

An email template is a standard message you can create that will be sent from a specific phase of your pipe. The templates can be used to send a message automatically (whenever a card enters/leaves a phase) or manually from inside the card. You can build templates with dynamic content originated from the fields of your process.

6.2. How can email templates be used?

E-mail templates present you with a world of possibilities to make your life easier, such as:

  • Auto-sending a confirmation e-mail, like whenever a customer opens a support ticket for example. Relevant in this context is that you can use dynamic content to personalize your template by including the customer’s name and support ticket’s follow-up number;
  • Updating a customer about how his or her request is doing by sending automated emails as the card moves from one phase to the other;
  • Auto-sending instructions to a new employee being hired, where each step of your hiring process that demands interaction can have one (or more) e-mail template;
  • Automating sales outbound and follow-up emails;
  • Standardizing your communication – using email templates ensures all communication sent out has your company’s tone of voice.

Example: Confirmation message – Expense Reimbursement

A member of your team asks for a reimbursement of an expense he or she had. Whenever a card is created on the ‘expenses reimbursement’ pipe, you can set up an automated message saying the request has been received and he/she will be updated as it goes through the process’ phases.

Some pipes already come with examples of email templates saved on their settings - they need to be edited before they can be used: their dynamic content settings, as well as sender/receiver email must be edited before they can be used.

6.3. How to create an email template?

To set up your pipe’s e-mail templates, you’ll need to follow two main steps:

  1. Create an email template in your pipe’s settings;
  2. Add the email template to the phases you want it to be sent from.

Step 1: Create an email template in your pipe’s settings

All the email templates you create will be related to your pipe so, to access the existing ones or create a new email template you need to:

1. Open your pipe’s settings by clicking the settings wheel located at the upper right corner of your pipe’s dashboard;

2. Scroll down the pipe settings screen until you see the ‘Email templates’-tab;

3. Once the ‘e-mail templates’ tab is open, click the ‘Create a new email template’-button; 

4. Add the name of your template (internal use only, it's the name you will see in the email templates list);
5. Add the subject of your email (this is the email’s title that will be seen every time someone receives it);
6. In the ‘content’ field, write the main content of your e-mail. You’re able to see a preview of how it will look on the ‘preview’ field on the left;

Here’s how it’s done:

Formatting e-mail content:

You can format almost everything in your e-mail template, customizing it to better suit your needs:

  • Insert links or images;
  • Use bold or italic fonts, lists, title formats and more.

We allow you to do so by using simple markdown notation, a method that allows you to format your content in a way that won’t create problems with your email’s html. Using simple markdown also increases your message’s deliverability.

To make your life easier, we offer you a simple visual editor, like this one:

  1. Bold;
  2. Italic;
  3. Add link;
  4. Quote;
  5. Code sample (nerd exclusive);
  6. Add image;
  7. Ordered list (numbered list);
  8. Unordered list (bulleted list);
  9. Titles (click twice to choose what format suits your content best);
  10. Divider;
  11. Undo/Redo;

If you prefer, you can use markdown language directly in your text, here is where you can learn more about how to use Markdown.

6.4. Dynamic Content

If you wish to create dynamic content (variable fields, as the ones on the e-mails your credit card company sends you, with your name on it), select the ‘Generate dynamic content’-option to help you create the data that must be input on the content;

How to use Dynamic Content

Using dynamic content is simple: you’ll use short codes presented between ##{{ and }} to tell us from where we’ll take the information to create your automated email. Use the tab ‘Generate dynamic content’ to create the short codes:

In this example you’d like to extract the ‘name’ information from the start form, you can use it to personalize your email’s greeting, writing it like this:

*Hi ##{{phase4043.field10989}},

We’ve just received your message! Soon we’ll get in touch and help with everything you need! See you soon… Here is a copy of your message:


##{{phase4043.field10989}} ##{{phase4043.field10990}}





Then, this is how it will look for the person receiving the e-mail:

After you’re done editing it, save your e-mail template and let’s move to Step 2.

Step 2: Adding your template to a phase

Before you’re able to send emails using the email template you’ve just created, you need to add it to one or more phases.

1. Open your pipe’s settings (click on the settings wheel on the upper right corner of your pipe’s dashboard), select the phase you want to add the template to and access the phase’s settings by clicking the little settings wheel next to its name;

2. Scroll down the phase’s settings until you find the ‘Advanced Options’ - click on ‘Email templates’ then ‘Configure new email’;

3. Choose the template you want to use and setup the sender and receiver information

Pipefy Tip: You can add dynamic content here, so that the receiver’s name and email address can be extracted from the start form, for example. How to add dynamic content is explained above.

4. Select how you intend to send the e-mails (manually or automatically – either when a card enters or leaves this phase)

Save your settings and you’ll be ready to send emails with this template.

How to manually send messages using email templates?

Open a card in the phase you’ve added the email template to and click the email template icon on the left side of the card. Select the email template you just configured, and you’re good to go!

6.5. How to edit an Email Template?

Editing an existing email template is a lot like creating a new one.

1. Open your pipe’s settings by clicking the settings wheel located at the upper right corner of your pipe’s dashboard;

2. Scroll down the pipe settings screen until you see the ‘Email templates’-options;

3. Once the ‘E-mail templates’-tab is open, click the little engine icon next to the name of the email template you wish to edit;

4. Edit all the information you wish to alter and click the “save” button to record the changes you’ve made.

Pipefy Tip: You can also access your email template’s settings by selecting the email template inside your phase’s settings, following the same procedures.

6.6. How to delete an Email Template?

Whether you delete an email template from within a specific phase or from your pipe’s settings, it’ll be gone from your pipe for good.

To delete an e-mail template:

1. Open your pipe’s settings by clicking the settings wheel located at the upper right corner of your pipe’s dashboard;

2. Scroll down the pipe settings screen until you see the ‘Email templates’-tab;

3. Once the ‘Email templates’-tab is open, click the little engine icon next to the name of the e-mail template you wish to delete;

4. Scroll down the email templates settings page until you see the ‘Delete e-mail template’-button. If you’re sure you wish to delete it, just click the button.

Pipefy Tip: You can also access your email template’s settings by selecting the email template inside your phase’s settings, following the same procedures.

7. Labels

7.1. What is a Label?

A label is a little colored dot that appears on the upper left side of your cards to help you classify and identify different types of cards.

Pipefy allows you to create and edit your pipe’s labels according to how you want to use them. Some of our pre-designed templates already come with pre-set labeling, such as priority:

You’re free to add more labels, or to edit or delete the existing ones to better suit your needs.

Labeling your cards allow you to use the ‘Filter’-option on the upper right corner of your screen: you can ‘separate’ your cards by creating labels for card type, priority or any other criteria.

7.2. How to create a Label?

Creating a new label is easy. Here’s what you have to do:

1. Access your pipe’s settings by clicking on the settings wheel on the upper right corner of your screen. Then, scroll down until you find the ‘Labels’-tab; 

2. If you already have labels on your pipe, the list with your labels will drop down. To create a new label, click the blue ‘Create new label’-button

3. You can choose your label’s name and color. Whenever you create a label, we strongly recommend you choose contrasting colors for each label – It’ll make it a lot easier to identify your labeled cards.

4. Now that you’ve created your labels, all you have to do is create a “label select” field within the phase you wish to label your cards, or use the fixed fields

Label Select Field 

 Fixed Field

Pipefy Tip: You can create a specific prioritization phase, if you’re using priority labels

7.3. How to delete a Label?

To delete a label, follow the steps below:

1. Access your pipe’s settings by clicking on the settings wheel on the upper right corner of your screen. Then, scroll down until you find the ‘Labels’-tab;
2. The list with your labels will drop down – click on the settings wheel next to the name of the label you want to delete, click on it;
3. Once the label’s settings are open, you’ll see the ‘Delete label’-button on the bottom of the page. If you’re certain you wish to delete the label, click it. Please note that once it’s deleted, there’s no way of recovering the label’s information – and the cards that were labeled with it won’t be labeled anymore.

8. Alerts (late and expired)

8.1. What Alerts are available on a pipe?

There are three types of alert your pipe’s members can receive regarding their cards:

  • Overdue alert - A notification sent via e-mail when the due date of the card is exceeded. The date shown on your pipe’s cards also gets highlighted yellow when the due date is close and red once it’s past;
  • Late alert - Alert shown directly on the card when it’s exceeded the maximum lead time for a specific phase;
  • Expired alert - Also shown directly on the card (as a red stripe on the upper right corner) when the card exceeds the maximum lead time for the entire pipe.

You’ll be able to visualize how many cards are late/expired on a phase by the yellow/red rectangles shown right next to the phase’s name, with the number of cards with the alert on each phase.

8.2. What is a Late Alert?

A late alert is an alert shown directly on your cards when it has exceeded the maximum lead-time in a phase. You’ll know a card has become late because it will receive a yellow stripe with ‘late’ written on it on the upper right side of your cards.

The late alert is directly related to a specific phase of your pipe and each phase can have a different lead time before receiving the late alert.

8.3. How to setup a Late Alert?

As a Late Alert is directly related to a specific phase, you have to go to phase settings to set it up.

To access a specific phase’s settings you first need to click the settings wheel on the upper right side of your screen, then select the ‘Phases’-tab and click on the three little dots next to the name of the phase where you wish to set the alert.

Once inside your phase’s settings, scroll down the page until you find the Advanced options. Select the Late alert option:

Once you’ve clicked on it, you’ll be able to choose how many minutes/hours/days a card will be allowed to stay on this phase before setting off the late alert.

8.4. What is an Expired Alert?

Expired alerts are shown directly on your cards as a red stripe on the upper right corner when it exceeded the maximum lead time you’ve determined for it to go through all the phases of your pipe.

Contrary to the late alert, the expired alert is related directly to your pipe’s settings, because it concerns the amount of time a card can spend in your pipe.

8.5. How to setup an Expired Alert?

An Expired Alert, differently from the late alert, is connected directly to your pipe’s settings so, in order to set it up, you must access the pipe settings menu.

First you need to click on the settings wheel on the upper right side of your pipe dashboard, and go to the ‘General settings’-tab.

Once you’re in General settings, scroll down until you find the Expired Alerts option.

Now just determine how many minutes/hours/days a card has to go through all the phases of your pipe before being marked as ‘expired’.

9. Metrics

9.1. What are Metrics?

Your pipe’s Metrics, which you can basically see as Productivity Reports, are the easiest way to track how your pipe is doing. Here are some examples of what you can track:

  • Whether the number of cards in your pipe is increasing or decreasing over time;
  • If your pipe is delivering as expected;
  • Amount of cards that got marked as 'late';
  • Amount of cards that got marked as 'expired'.

9.2. How to read Metrics?

In the header of each pipe, you can find the ‘Metrics’-tab. Your pipe’s Metrics will reveal everything about how your pipe is performing.

To better help you understand how it works, let’s assume a Team Task Management Pipe. As soon as you click Metrics, 2 graphs appear: Happening Now and Cumulative Flow. Before digging deeper into the two graphs, let’s explore the options a little.

The information you wish to see on your graphs can relate to the pipe’s lifetime (forever), but also to specific periods of time – say, Today, Yesterday or the Past month. 

That being said, here’s what’s ‘Happening Now’ over the Lifetime of my Team Task Management pipe:

This graph simply shows you what’s going on in terms of cards being On Time in any phase, Late in any phase, Expired (meaning they are too long in the pipe), or Done. 

Scrolling down, you can find your Cumulative Flow. Here’s where things get interesting. Your Cumulative Flow, namely, shows you the amount of cards in each of your phases. 

The first four phases are the ‘Active’ phases, or cards that are not completed yet. The first thing you see then is that the blue area is quite big, when related to the purple (Backlog), green (Sprint) and orange (Doing) areas. This blue area is the ‘On hold’ phase, where cards that cannot be completed yet are being put. It’s clear now that the bottleneck of your Team Task Management pipe is ‘On hold’ – so now you can start investigating why it is that a lot of cards are on hold.

10. Public Forms

10.1. What is a Public Form?

You know what your pipe’s start form is, right? You also know it’s your pipe's front door and how you have to use it to create cards in your pipe.

Normally, only your pipe’s members will have access your pipe’s start form – since it’s inside the actual pipe. However, if you wish to make it accessible to ‘outsiders’, you can use the Public Form feature and make it available via a shareable URL.

A public form, being a public representation of your start form, will also be used to create cards in your pipe – whenever someone fills the information on a public form, a new card will be created on the pipe it belongs to.

Public Forms are a way to interact with external members of your pipe - such as members from other teams, customers, suppliers, etc. - that allows you to easily organise all the information you receive, extract the data you’re looking for and then provide the necessary response.

Public Forms can be used as:

  • Contact forms
  • Feedback forms
  • Comments/Suggestions forms
  • Subscription forms
  • Job application form
  • Client onboarding/registration

Example: Feedback form

Let’s say you’ve stayed at a hotel and, upon your check-out, you’re asked to give your feedback about the room, services, etc. The hotel manager could use a public form embedded on an e-mail or sent as a link to access the form and gather feedback, instead of collecting numerous paper forms then having to input all that information to a system later.

What makes Public Forms even greater is that, whenever the customer submits the information, a card is automatically created on your pipe, making it much easier for your team to gather all information and follow up on it.

The embedded form, or the form itself on the public URL, looks like this:

Then, whenever the info is submitted, your pipe will get a new card: 

10.2. How to setup a public form?

Setting up a public form is very easy, just a few simple steps and you’ll be ready to roll:

1. Go to your pipe’s settings and select the ‘Start form’-tab.

2. On your start form Settings, scroll down until you find the Advanced Options. There you’ll find the ‘Share this form’-box, go ahead and check it. After checking the Share this form box you’ll now see two new fields:

3. You can now use this Public URL to send your form to your customers directly or the Embed code to insert it on your site/blog or even on e-mail;

4. And finally, every time someone submits information, a new card will be created on your pipe.

Pipefy Tip: Share your form even more easily via a shortcut! Click 'Create new card' and look for the Share button on the top right corner of your screen

Click share and the link plus embed code will pop up

10.3. How to delete a Public Form?

What you can do is disable the public form option so your form won’t be public anymore. To do so, follow the instructions on how to setup a public form and, instead of checking the ‘Share this form’-box, uncheck it.

11. Reports

11.1. What are Pipe Reports?

Your pipe’s Reports are no less than all the information extracted from the fields of all cards in your pipe, shown to you in a customizable spreadsheet format.

With the reports feature you can easily create and save report models to access whenever you need the information. 

11.2. How can Pipe Reports be used?

Pipe Reports can be used in a lot of possible situations in which you would like to deeply analyze what’s going on in your pipes. Pipe Reports can help you improve your processes tremendously by analysing productivity, time spent in each phase, etc. In order to highlight all the available functionalities of the Pipe Reports features, we’ll give you a few practical examples.

Sales Pipeline

In a Sales Pipeline, for example, you might be interested in: 

  • The deals one of your agents closed that are higher than value X over a the past year;
  • The total amount of one of your agents’ deals over the past 6 months;
  • The amount of proposals your agents have sent over the last couple of months;
  • How fast deals are closed.

Team Task Management

In a Team Task Management Pipe, you can:

  • Generate a report that will show you the amount of open/unresolved cards that are labelled as high priority and assigned to one of your team members;
  • Track the amount of tasks completed over the past period;
  • And much more! 

11.3. How to create Pipe Reports?

Creating and accessing your Pipe Reports is as easy as it seems. All you need to do is access the pipe you want to generate a report from and open the ‘Reports’ tab on your pipe dashboard's header. 

This is what your ‘Reports’-dashboard looks like. If you already have a saved report and want to access it, just click on its title. If you’d like to create a new report, click on the  ‘Create new report’-button.

This is the first screen you see after clicking the ‘Create new report’-button. The standard columns shown on all new reports are ‘Title’, ‘Current phase’, ‘Creator’ and ‘Created at’. The records are related to the cards on your pipe.

On the top right of your screen you can find three buttons: 

1. Formula - The formula function works for ‘Number’-type fields.

As soon as you enable ‘Formula’, a field will appear where you can choose to display the Sum, Average, Minimum value or Maximum value. 

2. Field select - You can customize the information you want to see on your report by clicking the second button. When you click it, it’ll open a dropdown menu with all phases and fields you have on your pipe. Check the boxes with the field of origin of the information you want to see. 

3. Export - As soon as you click ‘Export’, your report will be converted in XSLX format, and a link to download it will be sent to your registered e-mail. From here, you can extract your data and work with it in other software.

11.4. Let’s set up your report!

As a first, think carefully of what you would like to see on your Pipe Report already when creating fields. Each field contains information that can be displayed and thoroughly analyzed in your report. 

Then, select the fields you want to see. You’re able to drag and drop the columns to change the order in which they appear. You can also click on the field’s name to order the information based on that information (for example: clicking on ‘Label’ will have your report’s information ordered and grouped by their labels. The same goes for creator, assignees, etc.).

For this example, I decided to set a fictional case of a Sales Pipeline:

In my report, I would like  to evaluate how my sales agents are performing in terms of Deal Value. You can see that my average deal value is $686,60 and that Carolina currently closed the best deal. 

Now, let’s assume we have a very big pipe with a lot of cards and 12 different sales agents. You want to see only the deals Carolina has closed. In this case, move to the left side of your Reports dashboard – ‘Filtering’. Here, you can set filters so only the information that matches your criteria will be displayed in your report. 

In my Sales Pipeline, it can also be useful to track my agents’ performance over fixed periods of time, say, months. In that case, you can filter based on proposals sent in the past month by simply clicking ‘Proposal sent on’, which is a field in the ‘Proposal’-phase of the Sales Pipeline. Here, you can choose to filter based on period, relative or absolute values. 

Period means you set a specific period, which can be today, yesterday, last month or maybe this week.

Relative values ask you to indicate if you want to see [more than/is/less than] [X days/hours] [ago/ahead]. 

Absolute values ask you to indicate [more than/is/less than/is unknown/has any value] of a specific date. 

11.5. Saving your Report

As soon as you’re satisfied with the layout of your report, you can save it. By saving a report, you basically created a template for a report, with all columns already set in place. The report will be updated as soon as more cards are created. The possibility to save your reports is especially useful if you want to measure different things within one single pipe. 

You can find the blue ‘Save report’-button on the lower left corner of your screen.

11.6. How to edit Pipe Reports?

You can easily edit an existing report by clicking on the three small dots on the lower right corner of the Report in your Reports Dashboard. 

As soon as you open your  Report, it will show you the columns and filters you set the last time you saved it. 

In order to edit the columns, click the field select button on the top right of your screen and check or uncheck the button of the fields you want to be displayed or not to be displayed any longer.

You can edit the filters you applied on the left hand panel of your Report by again going to the field on your Report and then changing or deleting the applied filter. 

As soon as you're satisfied, click Save Report again and your new layout is saved!

11.7. How to delete Pipe Reports?

Deleting your Report is easy! Access your Reports dashboard by clicking Reports in the header of your screen. Then, select the Report you wish to delete, click the three small dots on the lower right corner and press 'Delete Report':

12. Subtitles

The subtitles feature allows you to choose one or more fields (from any of the pipe's phases) to be displayed under the card title on the closed card view:

This features makes it easier for users to display information they need easy access to such as contact information, value of the proposal, etc.

To select which fields you'd like to display as subtitles, simply access your pipe's general settings and select the fields on the subtitle box:

13. Integrations (Zapier and API)

Zapier allows you to integrate Pipefy with over 500 web applications. On this page, we'll explain everything you need to know to set an integration using Zapier.

13.1. Requirements

  • Pipefy account
  • A Zapier account. (Zapier offers both free and paid plans – check out Zapier's Pricing page for more information).

Sign up for a Zapier account

Before you start creating new integrations you'll need to create a Zapier account or sign in if you already have one.

Signing up on Zapier is very simple:

  1. Go to Zapier’s website
  2. Click the ‘sign up for free’ button or fill in the form on their home page

Let’s get started!

Zapier and Pipefy work together using Zaps. A Zap allows you to integrate using Pipefy either as an action triggered when something happens on the app of your choice as well as the opposite, creating an action on Pipefy based on a trigger in another app (note that you can create zaps in which Pipefy is both the trigger and the action but we'll get to that later on).

Connect your Pipefy account

If you haven’t integrated Zapier with Pipefy yet, Zapier will ask you to add your Pipefy account as soon as you want to use Pipefy as a trigger or an action.

When you click on ‘Connect a New Account’, and you will be redirected to the following page:

In order to authorize Zapier to use your Pipefy account you need to insert the email registered on your Pipefy account and your API key, a code that works as an authorization for Zapier to use Pipefy.

Click the link right next to "API key" to be redirected to your user settings page on Pipefy. Click the "show API key" button, copy that value and go back to Zapier to paste it.

Once you’re done inserting the information, Zapier will display a confirmation message to let you know that your Pipefy Account is working:

Recommended Zaps

In order to get started with integrations we suggest you use one of the recommended Zaps, which are listed in this link. Using a recommended Zap is typically quicker than hand-crafting your own from scratch.

Make a Zap

To create a new Zap, click the orange ‘Make a Zap!’ button on the top of Zapier dashboard. Once in the ‘Make a Zap!’ screen, you'll be asked to set a trigger and an action for this zap.

How to set Pipefy as a Trigger

If you decide to use Pipefy as a trigger, an action will be triggered on another application (you can choose to trigger another action within Pipefy, also) as soon as something happens on Pipefy.

After you select the "Make a new zap" button, you’ll be sent to a screen that looks like this:

This time, you’ll search and choose Pipefy as your trigger app:

After that you’ll need to determine the trigger action – what has to happen on Pipefy in order to trigger an action on another app:

The available triggers are:

  • Card Expired (every time a card becomes expired on a specific pipe, the action will be triggered)
  • Card Late (every time a card becomes late on a specific pipe, the action will be triggered)
  • New Card (every time a new card is created on a specific pipe, the action will be triggered)
  • Card Moved (every time a card is moved on a specific pipe, the action will be triggered)
  • Card Overdue (every time a card becomes overdue on a specific pipe, the action will be triggered)
  • Card Done (every time a card enters a "Done" phase on a specific pipe, the action will be triggered)

After you determine the trigger action, Zapier will ask you to choose/add your Pipefy account (if you haven’t added your Pipefy account just yet, learn how to do it here).

For this example's purpose, we chose the action trigger to be whenever a new card is created. Therefore, it makes sense to choose which pipe the cards will need to be created in order to trigger this action.

After you select the name of the pipe from the list of pipes Zapier provided, you'll be asked to test your trigger action to see if it’s working.

After you receive the confirmation your trigger is working just fine, it's time to move on to the action you want to be triggered.

Now, you’ll follow all the steps you went through once again in order to selecting the action you wish to happen on the app you wish it to be triggered.

For this example's purpose, we chose Slack as the Action App:

Then, we've decided we wanted Slack to send ourselves a direct message (via slackbot) whenever a new card is created on the pipe we previously chose. In order to do that, we had to validate our Slack account just like we did with Pipefy.

Next up we moved on to setting up the notification message we wanted Slack to send us and testing it.

After the trigger and action were selected and validated, all that's left to do is give the zap a name and turn it on!

After that, Zapier will provide you with a confirmation to let you know your Zap is up and running. Voilà, that’s it! You’ve just created an integration!

Set Pipefy as an Action

Using external apps to trigger an action on Pipefy means that whenever a trigger X happens on app A, an action X will happen on Pipefy (as of today, the only supported action was to create a new card on a specific pipe on Pipefy).

On your Zapier Dashboard, select the “make new Zap” option and you’ll be redirected to a screen like this one:

For this example's purpose, let’s assume you want Zapier to create a new card every time someone creates an appointment for you on your Google Calendar.

The first step, then, is to select Google Calendar as the trigger app:

The next step is going through all the necessary account verification and setup steps for the trigger app.

Then, onto step 2, select Pipefy as your Action App:

If you haven’t yet integrated Zapier with Pipefy, you’ll be asked to add your Pipefy account.

Now, go on and select the pipe where you’d like the new cards to be created on:

Then you'll need to match the fields to "let Zapier know" which of the event's information you'd like to be displayed on your cards:

After you’re done setting it all up, go on and allow Zapier to run a quick test to see if everything is working properly.

Then, proceed by naming your zap and turning it on:

Zapier will give you a confirmation message to let you know your Zap is up and running and that's all, your integration is ready to roll!


The following triggers are available:

  • Card Expired - Triggers when a card expires on a pipe;
  • Card Late - Triggers when a card becomes late on a pipe;
  • New Card - Triggers when a new card is created on a pipe;
  • Card Moved - Triggers when a card is moved on a pipe;
  • Card Overdue - Triggers when a card becomes overdue on a pipe;
  • Card Done - Triggers when a card is done on a pipe.


The following action is supported:

  • Create card - Create a card on a pipe.
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