Estimated reading time: 7 minutes
Process management can be divided into three main steps:
Collecting inputs (candidates applications, purchase orders, new customers, or leads or marketing requests, for example)
Executing (following the steps and phases of the process to get to the expected output)
Reporting and analyzing metrics.
This article specifically covers the second step of a process: execution (as known as hands-on time).
A pipe is how a process is called inside Pipefy; it's the workflow.
Almost any type of process can be turned into a pipe, regardless of its size or business field.
Pipes are divided into phases represented by columns, standing for the execution steps of the workflow. Lastly, each phase has its own fields, rules, alerts, and conditions for the process progression. In this way, you'll have a standardized operation and full visibility.
As an Admin on Pipefy, you can customize your pipe by adding or deleting phases, editing its fields to match your process specifics, setting alerts to make sure no deadlines will be missed, and much more!
📌 Before going live with your new pipe, check out the 5 steps to implement Pipefy successfully.
A card is one of the main elements of Pipefy, and it can represent different types of information according to your process. Cards can stand for requests, leads, orders, products, tickets, tasks, and so on.
They gather the information to guide the process, moving through the phases until its ending.
Cards provide you with:
Centralized data: everything you need to know to keep the process going in a single place;
Alerts for due dates: the assignee will be notified about their activities to ensure everything is on track.
Better communication: exchanged emails or comments made by other team members are saved on the card too!
Users in the Business and Enterprise plans can add field conditionals in their process at will.
When using conditional logic in forms and phases, it's possible to show or hide fields according to what is filled previously in the other fields, establishing a dynamic experience.
This way, users can customize processes even more and avoid long forms with blank fields.
Automations allow users to set rules and events that trigger specific actions, eliminating manual work. There are different automation scenarios and combinations to make, regardless of the process type. With them, it's possible to establish faster and error-proof workflows.
📌 For example:
When a card is moved to an Approval phase (event);
The person responsible for executing or the approval checklist in this phase will be automatically updated, from Member of pipe 1 to Member of pipe 2 (action).
Communication is essential, either with external clients or internal. With Pipefy, you can also automate it through Email Templates.
For example, you can send feedback to a candidate in a Recruiting Process or let a requester know their Purchase Request got approved.
The e-mails will be personalized with dynamic data from your cards (meaning you don't need to update data or edit templates to send different information).
Creating connections makes it easier to gather and access pipes' information and keep the same information in different places.
📌 For example:
When an opportunity is won on a Sales Funnel pipe;
The connected card will be created, automatically, on the New Customers Onboarding pipe, with the same information.
You save time, ensure an error-proof handoff of information, and improve communication between teams or processes.
A Database is an information storage system inside Pipefy you can use to retrieve relevant data across your company's processes in a custom way.
Save records from employees, customers, suppliers, products, and others, and connect them to your processes. With Databases, you guarantee the information is centralized and easier to find.
Execute processes step-by-step with visibility and automation with Pipefy.