Estimated reading time: 6 minutes
A process can be organized into 3 main steps:
Collecting intake from stakeholders. Examples include receiving applications from candidates, purchase orders, marketing materials, etc.
Executing the process. Move tasks through different phases to get to the expected result or delivery.
Reporting your work and analyzing metrics.
This article covers the first step of a process: intake collection.
Below, you can learn ways to collect information from your stakeholders through Pipefy’s resources.
Why collect information?
Before you start working on demands from customers, suppliers, and other stakeholders, it's crucial to have all the information you need from the very beginning to avoid double work.
Different processes have different types of stakeholders and inputs. In Pipefy, there are many ways to collect information, benefiting not only you and your team but also the people that submit requests.
Collect the exact types of inputs you need before running a process by customizing your process's Start Form.
Create a form with different field types, like texts, currencies, email addresses, attachments, and many others.
Only people that you add as Admins of your pipe can edit the Start Form. Members can create new cards, and, if you enable a public version of it, any non-Pipefy member can access it and submit information to your team.
One of the most loved capabilities of Pipefy is the Public Form: a version of the Start Form which non-Pipefy members can access and submit information.
Once you customize the Start Form, copy and paste the link to its public version, and let your stakeholders know exactly where they can send new requests, demands, tasks, and other items.
Information submitted to the Public Form automatically arrives in the first phase of your Pipe as a new Card.
For example, in a Recruitment Process:
HR can customize a Start Form with different fields that represent job requirements. Then, share a link to its public version (which is the Public Form) directly with candidates or on LinkedIn pages.
Then, interested parties can access it and submit accurate information to your department, without having access to the company's Pipe.
Recruiters receive this information in their process as different Cards (each one is a different candidate), in an organized and controlled way.
The same applies to any other process, such as purchase orders or customer onboarding, for example.
If you need to collect information in different processes simultaneously, centralize different Public Forms into a Portal. With this, your team controls more than one form and makes it easily accessible to stakeholders.
In an HR department, for example, you might have several job openings for your company. You can concentrate them into an HR Requests Portal, in which candidates can select the position they are most interested in.
Those who submit requests to your team can follow the status of their requests and know when they are being executed, completed, or paused.
Those who submit requests or other types of demands to your team can follow their status on our Request Tracker system, which Pipefy automatically shares with them through email.
This saves your time and effort to send emails or respond to tickets to keep requesters in the loop.
If you need to import existing data from a spreadsheet to Pipefy, you can use the Importer App.
For example, if sales analysts need to import a list of potential customers to their Sales Funnel Pipe, they can use the Importer App to transform spreadsheet cells into Cards and work with updated information in a single place.
It is possible to integrate any software to your Pipefy account. This way, you ensure a seamless exchange of information between one platform and another for your everyday use.
For example, when a purchase order is approved in a Purchasing Process, in Pipefy, an integration automatically sends it to an accounting system.
Shared Email Inbox
You can utilize Pipefy's Shared Email Inbox to communicate with stakeholders and other departments in your company.
With this feature, you can exchange emails and messages from your processes without having to toggle between legacy email services.
Manage requests in one place and ensure other team members are aware of received information.
Now that you know how to collect information from stakeholders in Pipefy, it is time to start managing your process.
Click here to learn how to boost process management, and run a seamless and automated workflow in Pipefy.