Receiving external information directly in the process phases, and not only through the Start Form, is already possible within Pipefy. In different processes, you may want to receive some new files or information that has not been previously entered in the Start Form by the requester.
For example, in a Marketing Requests pipe when someone outside the platform has to approve the files developed by the internal team. In this scenario, a Phase Form can be shared with stakeholders outside the platform to get approval.
How can I share Phase Forms?
To share a Phase Form directly with your users, customers or suppliers, click on the Share button, located in the upper right corner of the card. When clicking on the button, a link will appear with the URL of the Phase Form. Click the blue-button to copy the link. Regardless of the phase, the option to share the form can be accessed anytime.
🔔 Attention: every card has a unique link, which will automatically extract the information from fields that you filled out on the card. If you don't fill out any fields on the card before sharing it, whoever sees it will see all available fields.
According to your needs, you can share the form with pre-filled fields or not (displayed with reading mode and without any possibility of editing).
When the external user opens the link, they will see an interface very similar to the Public Form. However, when filling in the data here, it will not create a new card, but only update the existing card inside Pipefy with the new information. The same background for the Public Form will appear here.
That’s it! When sending information through Phases Forms, the respective card is updated within Pipefy, and the card can move forward until its completion.
How can I share the link to a Phase Form via email templates?
If you wish, you can automatically send the link to the Phase Form to your users, customers, or suppliers. Simply create an email template and use the template's dynamic fields to select the Phase Form link.
If you don't know how to create an email template from scratch, click here to learn. If you already know how to use email templates, just select the card's dynamic field in the rich text editor, identified as Card > Current phase link (it will automatically copy the link from the phase the card is in).
After you created an email template, just set the automation to trigger the sending. Go to the automation page and select an event, such as When a card enters a phase and the Send an email action. There are several types of actions that trigger the sending of emails, it all depends on the needs of your process.
To learn more about email template automations from zero, click here.
After configuring email templates, emails will be sent to the recipients with the link to the Phase Form, making the communication between all stakeholders much easier and speeding up the whole process.