Setting up an automation is easy! Just a few clicks to set everything up and Pipefy will take it from there.
The first step is accessing the 'Apps & Integrations' tab on your team dashboard:
Once you're in, you'll see a block that says 'Automation' (right under the 'My apps' option). Click on it.
After clicking on 'Automations, a light box will pop up where you'll have two options: click on 'New automation' to create a brand new one or choose from the automations you've already set up.
Let's create a new one, shall we? First, click on 'New automation'.
The following screen will open:
We'll ask you to choose an event (or trigger) before you can choose the action (the automated response to the event).
You can choose between the following events:
- When a card is created: Triggers the automation when a new card is created in a specific pipe;
- When a card is moved: Triggers the automation when a card is moved to a specific phase of a specific pipe;
- When a field is updated: Triggers the automation when a field is filled or the value in it is modified;
- When all connected cards are moved to a phase: Triggers the automation when all connected cards are moved to a specific phase (this event demands that you create a connection between pipes before setting it up);
- Recurring activity*: Triggers the automation every hour, every day, every week or every month (at defined times/days);
- When an alert is triggered: Triggers the automation whenever a card becomes late, expired or overdue in a specific pipe.
*. When setting up a recurring activity, the time you choose is UTC, which means that if you want cards to be created everyday 7AM your time, you need to check your time zone and add/subtract the difference from UTC.
The automated actions can be:
- Create a new card in a pipe: A new card will be created in a specific pipe with the information from the pre-determined fields in the origin pipe;
- Create a new connected card: A new connected card will be created in a specific pipe with the information from the pre-determined fields in the origin pipe (this action demands that you create a connection between pipes before setting it up);
- Move the parent card: The parent card will be automatically moved to a specific phase (this action demands that you create a connection between pipes before setting it up);
- Update a field's value: The value in a specific field will be automatically filled/updated (this action only allows users to update fields that belong to the same pipe as the event);
- Move card: A card will be moved to a specific phase in the same pipe where the action happened.
We'll use a fictional case to explain how you can use the automations feature to save time and become more productive.
Let's assume you have a purchase process that's already connected (you connected these pipes creating a connection before setting up the automation) to a request approval process.
Without automating, here's what happens every time a card gets to the 'Approval' phase:
- One of your team members manually creates a connected card on the 'Request approval' pipe;
- The person in charge approves the request by moving the card to the 'approved' phase on the 'Request approval' pipe ;
- One of your team members manually moves the card from the 'Approval' to the 'Purchase' phase.
You can save a lot of your team's time by setting up a couple of automations so that:
- Whenever a card enters the 'Approval phase', a new connected card is created on 'Request approval';
- When the 'Request approval' card connected to the parent card on your 'Purchase process' is moved to the 'approved' phase (on the 'Request approval' pipe), the parent card is moved from 'Approval' to 'Purchase
We are going to create two automations here.
1- 'When a card is moved' leads to 'Create connected card'
We want to determine that whenever a card is moved to the 'Approval' phase of the 'Purchase process' pipe, a new connected card is created on the 'Request Approval' pipe
Go to the automations dashboard and click on 'New automation'.
Considering that this approval request is directly related to a specific purchase, you want these cards to be connected.
The action, therefore, would be 'Create a new connected card'. Again, select the pipe you want to create the connected card in ('Request approval') so you can match the corresponding fields from the origin and destination pipes.
The fields shown in the 'Connected card setup' are the ones from the destination's pipe start form ('Request approval').
When corresponding fields from the origin to the destination pipe you'll see all fields that have the same type as the one you're matching it to: a short text can be matched with another short text, a number to another number and so on.).
Note: You can see that the list doesn't display all the fields. 'What's the amount due', for example, is a number type of field which means that only number fields from the origin pipe can be selected here.
2- 'When all connected cards are moved' leads to 'Move the parent card'
Let's set up the second automation so that whenever the connected card on the 'Request approval' pipe is moved to the 'Approved' phase, the parent card (on the 'Purchase process' pipe) is moved from the 'Approval' to the 'Purchase' phase
The event in this case would be 'When all connected cards are moved to a phase' (all connected cards in your 'Request approval' pipe are moved to 'Approved').
Please keep in mind that this automation will only work if you used a connection to create a connected (child) card from a parent card.
Let's set up the action. Choose 'Move the parent card', select the pipe 'Purchase process' and the phase we want to move the parent card to.
We want to move the parent card in our 'Purchase Process' to 'Purchase'.
That's it! From now on, every time someone approves a purchase by moving the connected card to the 'Approval' phase, the parent card is automatically moved from 'Approval' to 'Purchase'.
PIpefy Tip: At the 'Select event' stage, you have an option of making your automation subject to certain conditions by setting up automation conditions.