In Pipefy, you can use forms to:
Forms help you gather the information you need to work with, like requests, orders, tickets, and anything you need to manage.
When people fill out a form, those intakes arrive in a standardized format, making it easier for you to handle and organize.
For example:
Purchase process: Finance teams use forms to collect purchase request details, like email addresses of stakeholders, items to purchase, and quantity.
IT Service Desk: IT teams gather tickets from other departments and assign people to resolve them based on the ticket's priority and technical level.
Recruitment: Human Resources collect candidates' email addresses and phone numbers, and centralize their resumés on the pipe for easy access.
And many more applications. It's your call.
Start the process
Every process has a form where you'll gather the required information to start working.
You can edit it with many field types and easily share it with stakeholders through a public version. When they submit the form, its information arrives at the pipe in the shape of a card.
To access the form, click the + plus sign button at the bottom left of the screen.
The form is built with many field types you can adapt to your process to collect the exact intakes you need.
To edit it, click on Edit form.
You will go to the Build form page, where you can edit the form by clicking on different fields and moving them around.
On the Build form page, you can customize fields.
Close this page and click the + plus sign button to fill them out.
You can input info by filling out the form, going through the pipe, or collecting them through its public version.
Edit the form
The public form mirrors the start form in your pipe. Stakeholders can access it through a unique link to submit information without needing pipe access.
This helps keep your process information secure and restricted to people you've granted access to.
1. Customize how your form looks to others by clicking Edit form
2. Then, choose Public View to make changes and see a preview of how it will look to others
3. As you're done, close the page.
For a detailed tutorial, check the article on how to edit the start form and its public version.
Share the form
To share the form's public version:
1. Click on the Share Start Form button at the top of the screen
2. Click the switch (turn on/off) button to enable the Public Form
3. Share it with anyone to access by clicking on Copy link
Fill out a card during the process
If you need more information while working on a card, you can share a form to collect without interrupting (or restarting) the process.
As people submit the form, it updates automatically with the new information.
1. Click on the card you want to share
2. At the top of the card, select Share
3. Enable the form's public version to generate a unique link for this form
You can copy the link and share it with anyone to access.
Create tasks
You can turn phase forms into tasks, so stakeholders get notified through email when they need to provide further information.
To send a task, create an email template and select the form's link as a dynamic field.
Whether you send it manually or through automation, people who receive it will access the right form.
For a detailed tutorial, check the article on how to create and send tasks.
Build a Portal
To gather different types of requests, centralize forms in a Portal. It's a page where you can combine forms from your pipes. This helps your team collect the specific information they need in the right location.
With a Portal, you don't have to manually share links to forms or worry about people finding them, as they can easily submit requests from the Portal itself.
To find your company's Portals:
1. Go to the Home page
2. Click on the Portals link at the top of the screen
You can access your company's created portals and existing forms on the Portals page.
Portal forms
Under the portals, you can find the forms you've created or shared. When you fill out a form, the information will be automatically sent to the corresponding pipe.
You can either click on a form to submit information instantly or submit it from the portal itself.
To add a form to a portal, ensure its public version is enabled.
Otherwise, people who need pipe access cannot submit their intakes.
Forms added to a portal will have the same fields as the pipe's start form.
If you need to make changes, edit the form directly from the pipe - any changes will automatically update in the portal.
Create a portal
On the Portals page, select Create new portal, indicated by a + plus sign icon.
You'll be taken to the portal's editing mode, where you can personalize it with your company's logo, add instructions and modify content like text format, background colors, lines to separate form groups, and more.
To add a group of forms:
1. Click on Add a form
2. Select an existing public form in your company
3. You can customize the form's title for this portal, and add a description of no more than 45 characters.
The form will be automatically updated in your portal as soon as it's submitted.
You can repeat this process to add more forms and categorize them based on the types of information you need to collect.
For a detailed tutorial, check the article on how to create and edit portals.