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 between external apps and Pipefy using Zapier.
- 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:
- Go to Zapier’s website
- Click the ‘sign up for free’ button or fill in the form on their home page
Let’s get started!
Zapier lets two apps work together using Zaps. A Zap works as a trigger - action system, meaning that if something happens on app A, something else happens on app B. You can integrate Pipefy and another app 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.
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.
If you do not wish to continue to use one of therecommended Zaps, get started and create one from scratch in two simple steps.
Step 1: 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’, 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 "API key" button, copy the key you see 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:
Step 2: Make a Zap
To create a new Zap, click the orange ‘Make a Zap!’ button on the header of Zapier's homepage. As soon as you clicked, you'll be asked to set a trigger and an action for your Zap.
We will explain how to set Pipefy as a Trigger and how to set Pipefy as an Action using examples.
How to set Pipefy as a Trigger
If you decide to use Pipefy as a trigger, an action will be triggered on another application as soon as something happens on Pipefy.
1. Choose App.
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.
2. Select Pipefy Trigger.
After that you’ll need to determine the trigger – 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.
3. Connect your Pipefy account.
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 in step 1 above).
4. Choose the pipe.
For this example's purpose, we chose the 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.
5. Test Pipefy.
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.
6. Choose Action App.
For this example's purpose, we chose Slack as the Action App
7. Select Slack Action
Select the action here. For this example, 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.
7. Select Slack Account
In order to send yourself a direct message whenever a new card is created on Pipefy, first validate your Slack account just like you did with Pipefy.
8. Edit Template
Set up the notification message you want Slack to send you here. You can pull information from the pipe you choose at the trigger part to fill the fields here. Message Text for example could be filled with the description of a task if you choose your 'Team Task Management' pipe.
9. Test Slack
If you got your message straight and selected to whom you want to send it in the previous step, Zapier will show you a preview. If everything looks good, click 'Create and Continue' in order to test Slack.
As soon as you got your 'Test Successful!' confirmation, click 'Finish', give your zap a name and turn it on!
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.
1. Make a new Zap
On your Zapier Dashboard, select the 'Make a New Zap' option again. You'll be redirected to the following screen:
2. Choose a Trigger App.
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 Trigger App, thus, is Google Calendar
3. Select a Google Calendar Trigger
We are going to opt for 'New Event' here.
4. Select a Google Calendar Account.
After you determine the trigger, Zapier will ask you to choose your Google Calendar Account. If you haven't configured one yet, click 'Connect a New Account'.
5. Set up Google Calendar Event
Select the calendar you want new events to be created on in order to trigger an action on Pipefy. I chose mine.
6. Test Google Calendar
Test your Google Calendar. Make sure you have at least one recent event created and make sure you picked the right calendar. If you did, click 'Fetch & Continue'
You'll get a notification if your test was successful.
7. Choose an Action App, Pipefy in this case.
8. Select Pipefy Action.
You can choose if you wish to create a card, or if you wish to delete a card as soon as a new event is created on your Google Calendar.
I chose to create a card.
9. Select Pipefy Account
You can chose a Pipefy account here. If you haven’t yet integrated Zapier with Pipefy, you’ll be asked to add your Pipefy account. If you want to learn how to, scroll up to step 1.
10. Set up Pipefy Card.
First, 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. This means that information from your Google Calendar event will be pulled and filled out on the fields of your start form on Pipefy.
11. Test Pipefy
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!
What triggers are available?
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 actions are supported:
- Create card - Create a card on a pipe.
- Delete Card - Delete a card on a pipe.